Business Support Administrator

1 month ago

Brisbane, Australia Queensland Treasury Corporation Full time

**Purpose of Role**

Under the guidance of QTC’s Executive Assistant team members, the Associate, Business Support will:

- Perform key accountabilities to provide high-level administrative support to all QTC divisions, with prioritised alignment to the Advisory Services and Business Services divisions.
- Work collaboratively with other Executive Assistants and business support team members across QTC to provide coordinated support to ensure the seamless and smooth operation of QTC at all times.

Responsibilities & Accountabilities

**Providing** exceptional **business support** services, including**:

- Providing professional, confidential, and discreet business support services across all QTC divisions, delivering high-level customer experience to all internal and external stakeholders, with primary support provided to Advisory Services and Business Services divisions.
- Supporting EAs and other business support team members to ensure the smooth operation of QTC divisions and senior leadership stakeholders.
- Assisting with managing divisional stakeholder (primarily EDs) correspondence if required, including occasional triage of inbox if requested, escalating per importance and priority, and ensuring requests are flagged and actioned appropriately, in a timely manner.
- Supporting coordination of meetings and forums (i.e., stand ups, meetings, steering committees, project teams etc.) including liaising with stakeholders (including internal and external other EAs/Business Support team members) to determine meeting date/time, sending meeting invitations, managing room bookings, arranging catering, preparing and issuing agendas, preparing, collating and distributing meeting papers/briefing notes as required, coordinating IT support, minute taking, on-the-ground support including facilitating on time attendance of meeting guests, tracking of meeting deliverables/action points and any follow up activities.
- As delegated by the EA to the MD Advisory Services, assisting with coordination of divisional operational and strategic delivery schedule i.e., monitoring key dates for deliverables, submissions and events. This may include coordinating papers for Board and other committee/forum/steering committee in adherence with stipulated timeframes, keeping stakeholders abreast of other reporting requirements, project milestones and relevant timeframes.
- Making travel arrangements i.e., transport and accommodation bookings, transfers, managing changes as required, creating/updating/distributing itineraries, venue bookings etc.
- Assisting divisional EAs to manage corporate expenses, including raising purchase orders, processing invoices and corporate credit card reconciliation.
- As required, high quality preparation and formatting of information for internal and external distribution, including: letters, memos and reports; compiling data for reports; proofreading and editing content; professional formatting and layout of documents and presentations; and any other information preparation duties.
- Efficient and timely records management, including electronic and physical filing, and competent use of QTC’s document management system. Delivering any other administrative requirements as requested by the COO.
- Professionally answering phone calls, opening, sorting and distributing mail as require.
- Proactively supporting management of divisional equipment requirements, including ordering stationery, hardware, office supplies and other equipment.
- Supporting with maintaining divisional records, including electronic and paper filing.

**Supporting **QTC events**

Providing administrative assistance to enable the timely and seamless delivery of QTC events, including strategic initiatives, projects and employee engagement opportunities, including:

- Assisting with project planning activities i.e., scheduling, logistics, administration and coordination of initiatives and events including conferences, roadshows, townhalls and any other QTC events.
- Participating in cross-divisional/inter-agency planning meetings as required.
- Attending events as required, to coordinate and communicate with key stakeholders, manage/oversee logistics and provide on-the-ground support (including for technology, catering and other equipment requirements).

Competencies

Technical Competencies
- Exceptional organisational and administrative skills.
- High level oral and written communication skills.
- Strong knowledge of and experience with records management systems.
- Attention to detail with a high level of accuracy.
- Ability to produce business correspondence, proofread for grammar, spelling and punctuation with a high degree of accuracy.
- Experienced minute taking capability.
- Strong conference and meeting organisation and support skills
- Capability to arrange appropriate travel and associated arrangements.

Behavioural Competencies
- Results Focus - ability to successfully implement and sustain a practical and defined solution.

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