Corporate Operations Coordinator

3 days ago

Canberra, ACT, Australia Digital transformation Agency Full time

The Digital Transformation Agency (DTA) is committed to building and maintaining a safe and inclusive working environment based on trust, respect, and understanding. We encourage applications from all candidates, including Aboriginal and Torres Strait Islander peoples, people with disability, and people from other diverse backgrounds.

We are seeking an Executive Support Officer to provide executive support and administrative services within the Corporate Branch and the DTA more broadly to facilitate the delivery of business operations and to support the achievement of organisational objectives.

About the Position
  • Provide surge capacity to the DTA's Secretariat team, including assisting with the organisation of meetings, coordinating the preparation of meeting papers and briefs, and taking meeting minutes and following up actions arising as needed;
  • Provide surge capacity to the DTA's Corporate procurement function, including providing advice on procurement processes consistent with Commonwealth procurement rules, policies, and legislation as needed;
  • Act as the DTA's Lead Travel Coordinator and Expense administrator and be a key point of contact for Australian airlines, Whole of Government booking management providers, and upskill the Executive Assistant cohort in the use of Expense8 and the Corporate Travel Management (CTM) software;
  • Support the DTA's Executive Assistant cohort by managing the recruitment, onboarding, and training of Executive Assistants and managing an effective connection between the offices of DTA's Division and Branch Managers and the Office of the Chief Executive Officer;
  • Manage the DTA's general enquires inbox, including allocating workloads, reviewing, and drafting correspondence, and developing and managing the inbox management;
  • Provide executive support to the Chief Operating Officer (COO), including managing diary appointments, records, and correspondence, coordinating travel arrangements, scheduling, and supporting meetings to facilitate the effective management of the COO's agenda;
Key Responsibilities
  • Executive Support: Provide high-level administrative support to the COO and their branch, including preparing correspondence, agendas, minutes, presentations, and briefing notes to support the achievement of business requirements;
  • Surge Capacity: Provide additional support to the DTA's Secretariat team and Corporate procurement function as needed;
  • Travel Coordination: Act as the DTA's Lead Travel Coordinator and Expense administrator and coordinate travel arrangements for staff;
  • Communication: Develop and maintain effective communication channels with stakeholders, including internal and external partners;
  • Problem-Solving: Identify and resolve issues, escalate as necessary, and implement solutions to improve business outcomes;
  • Continuous Improvement: Maintain and update administrative practices, systems, and procedures to improve efficiency and effectiveness;
About You
  • You will have highly developed interpersonal skills, including the ability to negotiate and collaborate effectively with others to deliver outcomes and maintain confidentiality and act with discretion;
  • You will have the ability to provide leadership and direction in a small team environment, including setting priorities, meeting deadlines, and working effectively under pressure;
  • You will have high level communication skills, including the ability to concisely summarise information;
  • You will have the ability to be highly organised, reliable, and have a strong attention to detail;
  • You will have well-developed stakeholder engagement skills, including engaging effectively to achieve outcomes with a range of stakeholders, both internally and externally;
What We Offer
  • A competitive salary package, including base salary $88,747 - $104,229, depending on experience;
  • Ongoing employment in Canberra or Sydney;
  • Opportunities for professional development and growth;
  • A dynamic and inclusive work environment;
  • A commitment to diversity and inclusion;

Please note that this position may leverage a mix of assessment methods, which may or may not involve an interview. A merit pool may be established and used to fill future vacancies within the next 18 months. For all DTA positions, you are required to apply directly via the DTA website. Applications referred or submitted through recruitment agencies or third parties will not be accepted.

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