Executive Support Specialist

4 days ago

Nhulunbuy, Northern Territory, Australia beBeeAdministrative Full time $80,000 - $123,456
Administrative Coordinator

The National Indigenous Australians Agency seeks a skilled Administrative Coordinator to provide comprehensive support to Senior Executives.

You will be responsible for managing diaries, arranging meetings, drafting agendas, and coordinating travel arrangements.

Your key responsibilities will include:

  • Delivering administrative support, including managing the diary and meeting arrangements of Senior Executive Service officers
  • Coordinating meetings, including drafting agendas, collation of papers, venue bookings, and catering
  • Preparing briefing packs, reports, and papers for committees
  • Built and sustaining relationships to work collaboratively within the work area and other areas of the agency
  • Liaising with stakeholders and visitors of all levels, building good working relationships and providing a point of contact for assistance and general enquiries
  • Assisting with finance activities, including procurement, credit card reconciliation, and compliance reporting
  • Applying sound judgment in providing executive and administrative assistance to Senior Executives
  • Solving problems that may be challenging yet broadly similar to previous situations and researching solutions
  • Arranging, coordinating, and reconciling all aspects of domestic travel in line with relevant policies
  • Maintaining records management systems in line with agency policies and procedures

To be successful in this role, you will require:

  • Demonstrated professionalism, tact, discretion, and confidentiality
  • Well-developed interpersonal, oral, and written communication skills, and the ability to communicate effectively at all levels, including with senior executives
  • Well-developed organisational and time management skills, including the ability to manage a high volume of appointments, meetings, and emails
  • The ability to work flexibly in a changing environment and prioritise effectively
  • The capacity to take initiative and work with limited direction within set parameters
  • The ability to liaise confidently with a range of internal and external stakeholders
  • A positive attitude and commitment to continuous improvement, process efficiency, attention to detail, and quality assurance
  • A proven ability to develop, maintain, apply, and provide advice on procedures for administrative processes such as procurement, credit card management, travel arrangements, and records management
  • The ability to effectively collaborate and interact with individuals from diverse cultural backgrounds, fostering teamwork and achieving outcomes through adept problem-solving and influential skills
Ideal Candidate Profile

We are seeking an experienced professional who can contribute to our team's success. If you have a strong track record of delivering high-quality administrative support and possess excellent communication and organisational skills, we would love to hear from you.

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