Executive Support Specialist

7 days ago

Brisbane, Queensland, Australia Eden Ritchie Recruitment Full time
Job Description

Eden Ritchie Recruitment is seeking an experienced Executive Support Specialist to provide high-level administrative support to the Deputy Director-General in the Division.

Key Responsibilities:
  • Administrative Support: Provide administrative support to the Deputy Director-General, including managing and prioritizing workflow, preparing and monitoring correspondence, briefings, submissions, and other documentation.
  • Correspondence Management: Develop, manage, and monitor correspondence systems to ensure smooth workflow and high-quality correspondence.
  • Liaison and Communication: Liaise with senior management, the Minister's Office, senior executives in the public and private sector, and clients to facilitate administrative and executive matters.
  • Problem-Solving and Issue Management: Resolve problems arising from conflicting information and ensure consistency of advice with Government policy and department objectives.
  • Relationship Building: Establish and maintain effective relationships with colleagues in business areas across the Department to ensure high-quality, seamless, timely, and efficient correspondence services and executive services.
  • Diary Scheduling and Management: Oversee diary scheduling and management, including booking meeting facilities, equipment, and catering.
  • Travel Arrangements: Oversee travel itineraries, arrangements, and education and planning days.
  • Documentation and Records Management: Ensure a high standard of documentation confidentiality and control through the management and maintenance of sound information and records management systems.
  • People Management: Undertake people management responsibilities, including capability development and knowledge sharing for direct reports to support the achievement of individual and team objectives and work outcomes.
Requirements:
  • Administrative Experience: Proven ability and experience in effectively managing and prioritizing administrative functions and associated activities for Executive staff.
  • Quality Checking: Effective in quality checking own and others' work accurately to ensure procedures are followed and a high level of quality is maintained.
  • Problem-Solving and Issue Management: Demonstrated ability to manage multiple tasks, setting priorities and achieving results within tight deadlines in an environment of change.
  • Communication and Interpersonal Skills: Outstanding communication and interpersonal skills, with demonstrated capacity to liaise, mediate, and negotiate with all levels of staff and with a range of stakeholders in a sensitive and confidential manner.
  • Initiative and Decision Making: Proven ability to utilize a high degree of initiative, decision-making skills, and negotiation skills and reliability in operating independently with minimal guidance and direction.

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