Administrative Support Specialist

2 months ago

Canberra, ACT, Australia Flexhive Full time
{"title": "Administrative Support Specialist", "content": "Job Summary

We are seeking a highly organized and experienced Administrative Support Specialist to join our team at Flexhive. As a key member of our secretariat, you will play a crucial role in supporting the activities of high-profile committees, managing logistics, travel, finances, and record-keeping.

Key Responsibilities:

  • Coordinate and manage committee activities, including booking travel, organizing logistics, and preparing meeting schedules and agendas
  • Collate, quality-check, and distribute meeting papers and minutes
  • Maintain accurate committee records, including conflict and decision registers, action lists, and financial records
  • Support senior officials, program leads, and committee members with day-to-day administration and meeting logistics
  • Manage procurement, financial processes, and records including acquittals and invoices
  • Build strong relationships with stakeholders and colleagues across the organization
  • Contribute to the continuous improvement of secretariat processes and practices

Capabilities:

  • Strong written and verbal communication skills, with the ability to produce and format formal documents to a high standard
  • Proven ability to build and maintain positive relationships with internal and external stakeholders
  • Flexibility and initiative to prioritize tasks and adapt quickly to changing situations
  • Problem-solving skills, with the ability to provide sound advice on meeting logistics and management
  • Ability to work in a close-knit, collaborative team environment

Essential Requirements:

  • Relevant experience in administration and/or secretariat support, with a solid working knowledge of Microsoft Office
  • Ability to manage competing priorities and remain composed in a fast-paced, process-driven environment
  • A proactive, team-oriented attitude with a willingness to "pitch in" when required
  • Strong attention to detail and organizational skills

At Flexhive, we offer a dynamic and supportive work environment that values collaboration, innovation, and continuous improvement. If you are a motivated and experienced Administrative Support Specialist looking for a new challenge, we encourage you to apply for this exciting opportunity.", "format": "html"}

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