Executive Assistant

3 weeks ago

Parramatta, Australia Ampersand Full time

**Duration**: 9 months

**Location**: Parramatta (hybrid role with only 2 days in office currently)

**Pay**: $49-54 p/h plus Super

**Hours**: 40 per week

**Key accountabilities**:

- Provide high level secretarial and administrative services to support the executive’s contribution to achievement of agency objectives.
- Prepare, edit and format confidential briefing notes, ministerial correspondence, other memoranda, working papers, routine correspondence, reports and invoicing to meet required timeframes and quality standards.
- Manage diary appointments and daily schedules on behalf of senior executive management to ensure appropriate access to, and optimal and effective use of the executive’s time.
- Identify, prioritise and determine urgency of critical or sensitive issues for senior executive attention to enable the timely discussion and resolution of business critical issues.
- Maintain monitoring and tracking systems and processes to manage a large volume of internal and external information request and correspondence flow and enable follow up of timely responses, including invoicing.
- Organise meeting and conference arrangements and prepare timely agendas and meeting documentation to make available for senior executive management, and track progress of actions to enable completion of projects and initiatives within priority timetables and business commitments.
- Establish and maintain appropriate administrative and document and information control systems to enhance delivery of efficient and quality outcomes.

**Key challenges**:

- Maintain a comprehensive knowledge of Division / Branch business to provide quality and responsive administrative support and service and assist with the seamless operation of the Division / Branch, during a period of significant change.
- Manage and complete constant competing and changing priority requests and demands to enable timely and accurate responses and issues management within tight timeframes and required standards, while also managing high volume concurrent day to day tasks.
- Respond to Division / Branch needs using initiative and judgement, and exercise discretion and maintain confidentiality when handling sensitive issues or matters with significant implications.
- Works in a high pressure environment with mínimal direction and supervision
- Makes decisions about appropriate courses of action for incoming information and requests.
- Receives instructions from Deputy Secretary / senior executive regarding action, referral or escalation required on more complex or sensitive matters and requests.
- Exercises judgement regarding completion of constant and changing priorities within deadlines.
- Works within and complies with public sector and department policies, procedures and processes.

**Reporting line**:
The Executive Assistant reports to a Divisional Deputy Secretary / Senior Executive.

Essential requirements:

- Demonstrated experience within a large complex organisation in a similar role.
- Computer literacy skills including Microsoft Office, data management systems and self-service systems.

**APPLY **now if you think you have the relevant skills and background.

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