Executive Assistant

2 days ago

Melbourne City Centre, Australia Department of Health Full time

***:
The Executive Assistant & Administration Coordinator provides high-level executive support to the CEO and Collaborative Centre Board through strong organisational and workload management skills and an ability to confidently triage work as required. The Executive Assistant & Administrative Coordinator will also need to be familiar with relevant policies and procedures to ensure compliance with financial and human resource requirements.

**Accountabilities**:

- Provide a range of effective executive support functions, including: accurately managing the CEO's and board chairs calendar and providing quality support to committees, working groups and meetings.
- Provide calendar support to additional board members on an as-needs basis.
- Arrange meetings and other events, including liaison with senior executives, board and government officials, coordinating papers, organising venues, agendas, taking minutes and follow-up actions and making travel and accommodation arrangements.
- Answer queries, provide timely advice, undertake follow up action and identify emerging administrative functions, pre-planning and evaluation of scope.
- Effectively manage and develop office processes and infrastructure and maintain corporate information systems for records management, financial information, fleet management, client payments and ministerial correspondence.
- Operate as an effective branch member in a team environment and deliver quality, timely and effective customer service to staff at all levels and promote and develop key relationships and linkages within and outside the organisation.
- Keep accurate and complete records of your work activities in accordance with legislative requirements and the department's records, information security and privacy policies and requirements.
- Where responsible for overseeing, monitoring or delivering projects, ensure they are delivered in accordance with relevant legislation and government regulations and guidelines.
- Assist in providing advice to stakeholders and assisting in the preparation and presentation of reports, ministerial briefs, cabinet and agency submissions on a range of matters.
- Maintain positive relationships with stakeholders to facilitate a partnership approach.
- Take reasonable care for your own health and safety and for that of others in the workplace by working in accordance with legislative requirements and the department's occupational health and safety (OHS) policies and procedures.
- Demonstrate how the actions and outcomes of this role and work unit impact clients and the department's ability to deliver, or facilitate the delivery of, effective support and services.

Mandatory Vaccination Policy

**HOW TO APPLY**:
For this position, you are not required to address each of the key selection criteria in a separate written document.
Applicants must be an Australian Citizen, Permanent Resident or hold a valid work permit or visa. Work eligibility will be checked as part of the recruitment process.
For further information please visit the Department of Health

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