Executive Secretary Officer

4 weeks ago

Canberra, ACT, Australia Flexhive Full time
Job Description

We are seeking a highly skilled and experienced Executive Secretary Officer to join our team at Flexhive. As an APS 6 Secretariat Officer, you will play a vital role in supporting senior executive forums, ensuring the smooth coordination and delivery of tasks.

Key Responsibilities:

  • Provide comprehensive secretariat support and administration management for committees and forums, including preparing high-quality meeting materials and recording meeting outcomes.
  • Create and maintain clear, accurate, and high-quality records with meticulous attention to detail, including meeting outcomes, forward schedules, actions arising registers, decision registers, and internal and external web pages.
  • Manage both external and internal stakeholders by providing clear direction to committee and forum members and ensuring information is delivered within agreed timeframes.
  • Assist the Chair and members by clarifying past and present decisions, retrieving relevant documents, and confirming policy and legal requirements.
  • Implement changes based on feedback to maintain or enhance the section's service offerings.
  • Provide quality program, service, or policy interpretation to internal and external stakeholders to achieve positive outcomes.
  • Develop and maintain standard operating procedures, such as Secretariat Handbooks.

What We Are Looking For:

We are seeking an individual with exceptional interpersonal and communication skills, who can effectively communicate with a diverse range of stakeholders in a sensitive and confidential manner.

  • Previous experience working in a Secretariat is highly desirable.
  • Proven ability to independently draft high-quality correspondence and meeting documentation.
  • Proven ability to manage complex administration processes and deliver results according to deadlines.
  • Proven team management skills, including providing operational direction and applying a commonsense approach to resolving issues.
  • Proven ability to work flexibly and collaboratively in a busy team, often under pressure.

Benefits

This is a fantastic opportunity to contribute to important national and international biosecurity initiatives. You will have access to continuous learning and career development opportunities, work in a collaborative and supportive team environment, and enjoy a competitive salary and benefits package.

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