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Executive Support Officer

5 months ago

Sydney, Australia Ampersand Full time

**12 Month Contract + potential for extension**

**Pay: $60 / hour + super**

**Location: Parramatta (flexible but needs to come to the office sometimes)**

**Hours of work: 3 days / week (24hrs / week)**

**Primary purpose of the role**
The Executive Support Officer provides high level confidential executive, administrative and project management support to the Office of the Executive Director of a leading NSW State Government department.

The role provides professional customer service to internal and external stakeholders, response to enquiries and resolves issues in a prompt and professional way and exercises sound judgement in deciding which matters require the Executive Director’s attention and which matters can be delegated to other directorate leaders. The role also provides day to day guidance to the Professional Support Officers who support Directors within the organisation.

**Key accountabilities**
- Provide high level support through timely, efficient and effective performance of executive and administrative duties to support the day to day operations of the Office of the Executive Director, Shared Services. Provide day to day guidance to the Professional Support Officers who support Directors within the organisation.
- Assist the Executive Director in the preparation of correspondence and undertaking research to support the achievement of Shared Services outcomes. This includes collecting, compiling and analysing information and data to support the development of documentation and reports.
- Manage diaries, arrange meetings and coordinate itineraries, responding directly to requests from internal and external stakeholders where appropriate, on behalf of the Executive Director.
- Manage the flow and tracking of briefings, correspondence and provide high quality executive support services to ensure effective utilisation of the Executive Director’s time.
- Assist in the planning and preparation of meetings, events and conferences, such as organising meeting and conference rooms and other logístical arrangements, preparation and distribution of minutes and agendas and coordinating follow up action items
- Prepare purchase orders, processing payment of invoices and petty cash in accordance with relevant departmental policies and procedures.
- Update records and databases, complying with records management processes, to ensure information is accurate, stored correctly and accessible.
- Promote a culture of customer-centred service delivery and identify opportunities for continuous improvements in administrative support and service delivery.

**Essential requirements**
- Proven experience as an Executive Support Officer or similar role, supporting executive-level management.
- Excellent organisational and time management skills, with the ability to multitask and prioritize effectively.
- Strong written and verbal communication skills, with exceptional attention to detail.
- Proficient in MS Office suite (Word, Excel, PowerPoint, Outlook) and other relevant software.
- Ability to maintain a high level of professionalism and discretion when handling confidential information.
- Strong interpersonal skills, with the ability to build effective relationships with internal and external stakeholders.
- Proactive and resourceful, with a problem-solving mindset.
- Ability to work independently and collaboratively in a fast-paced environment.
- Flexibility to adapt to changing priorities and deadlines.

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