Executive Support Officer

2 weeks ago

Brisbane, Australia Eden Richie Recruitment Full time

Eden Ritchie is seeking an Executive Support Officer to develop and maintain an efficient, effective, ethical and administrative secretarial service to the Executive Director Finance Infrastructure and Corporate Services. You will provide a high level of confidential administrative support and assistance in a complex and dynamic environment including diary management, corporate correspondence, requests and enquiries within prescribed time frames and in accordance with relevant legislation and policies.
- 3 months
- Brisbane CBD

**As the Executive Support Officer, your key responsibilities will include**:

- Provide high level and confidential secretarial and administrative support to the Executive Director Finance Infrastructure and Corporate Services. This includes liaison and relationships with offices, senior management groups and maintaining effective communication channels with various stakeholders and key clients.
- Ensure the efficient operation and coordination of daily activities through diary management, including organising, coordinating and scheduling appointments and meetings, ensuring optimal usage of time and resolving issues.
- Liaise, facilitate, negotiate and request information, responses and/or seek resolutions from Senior Managers, Executive Directors, and other staff across multi-faceted issues as required to ensure the efficient management and coordination of the Executive Director Finance Infrastructure and Corporate Services.
- Assist and support the Executive Director with the development of presentations, and relevant correspondence, reports and briefing notes.
- Coordinate the efficient functioning of all meetings including preparation, coordination and distribution of agendas and information for meetings, conferences and committees. In addition arranging venues, catering, equipment, teleconferencing, taking minutes during meetings and following up actions arising from meetings and researching and collating information, correspondence and material necessary.
- Liaise with external agencies including the Premier’s Department, Health Minister’s office, Office of the Director-General, local Member of Parliament offices, media organisations, consumer and advocacy groups, non-Government and other community based organisations.
- Assign, track, monitor and report on all incoming and outgoing correspondence for the Executive Director Finance Infrastructure and Corporate Services.
- Examine and prioritise incoming correspondence, papers and reports to determine action and coordinate and prepare appropriate responses within the prescribed timeframes.
- Undertake quality checks for briefs and other executive correspondence to ensure compliance with relevant guidelines and completion of responses within designated timeframes.
- Utilise record management systems efficiently to maintain files, relevant data and tracking systems with respect to ministerial, briefings, parliamentary questions, internal/external requests and other corporate correspondence.
- Identify, develop and implement strategies and work practices which will improve the work flow, efficiency and effectiveness of the office of the Executive Director Finance Infrastructure and Corporate Services.
- Work with a high degree of autonomy using initiative and judgement to resolve immediate problems and make decisions in situations where precedence has not been established and procedures have not been defined when dealing with urgent requests.
- Develop a positive culture within the office of the Executive Director Finance Infrastructure and Corporate Services and project a positive image for the Department, demonstrating respect, ethical standards and sensitivity to confidential matters.

**The successful applicant will demonstrate**:

- Demonstrated high level of proficiency and organisational skills in an administrative and secretarial role and the proven ability to prioritise work and meet deadlines in a high pressure environment.
- Demonstrated high level oral and written communication skills including the ability to research, analyse, write, edit and formulate information and produce documents.
- Demonstrated ability to build productive relationships with a wide range of internal and external clients, community stakeholders and senior management is essential.
- Demonstrated ability to work autonomously, utilise discretion and deal with matters in the absence of decision makers to establish work priorities, meet deadlines, proactively identify and resolve issues and negotiate effective outcomes.
- High level interpersonal skills and the ability to communicate with officers at all levels, the general public and external agencies with the possession of tact, diplomacy and discretion.

**If this role sounds like you, please APPLY NOW submitting your resume in WORD format.**

**If you would like more information or to discuss the role, please contact Luuk Piet on 07 3230 0028**

Job Reference: 588479

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