Executive Assistant

3 days ago

Brisbane, Australia Tourism, Innovation and Sport Full time

Specifically, you will be responsible for:

- co-ordinating calendar appointments, the daily flow of people and information in and out of the office, meeting packs, travel arrangements (flights, vehicle bookings and accommodation), travel packs, presentations, reports, and expenses claims and reconciliations
- regularly reviewing the General Manager's diary, meeting and travel demands, and identifying possible issues which may impact on the General Manager's activities and rectify accordingly
- booking fit for purpose meeting rooms, setting them up and escorting visitors if required
- undertaking confidential research on matters and following through to ensure completion and accurate reporting to the General Manager
- organising briefings and presentations, and providing secretariat support for committees and working groups chaired by the General Manager
- preventing unnecessary interruptions and screening telephone calls.
- You may also be required to:

- Provide administrative support to the Branch to ensure efficient day-to-day operations in accordance with relevant legislation, policies and procedures, and undertake projects as required by the General Manager.
- Create correspondence items for the General Manager and Directors, monitor deadlines for correspondence across the Branch and liaise, negotiate and consult with Branch officers on behalf of the General Manager to ensure correspondence is completed in a timely manner.
- Assist in preparing and finalising documents, correspondence, presentations or reports as required.
- Consult with Division's correspondence team regarding correspondence status and extension requests, and the review and improvement of correspondence work systems, procedures and guidelines.
- Assist in the co-ordination of specific activities in relation to organising and supporting events and visits, which may include: forums and workshops; regional site visits by staff; tourism investment attraction missions both inbound and outbound; and client visits and functions.
- Build and maintain strong working relationships with key stakeholders including staff of the Offices of the Deputy Director-General and Director-General, staff across the Branch and the remainder of the Tourism Division, the Tourism Division's Administration Team (of which you are a member) and the department's executive assistant/administration network of officers.
- Ensure enquiries from members of the public, industry, internal and external clients are responded to and recommend and/or determine appropriate action and follow through to ensure all customer enquiries are satisfactorily dealt with within efficient timeframes.
- Liaise with colleagues, customers, stakeholders, members of the public and other government departments in relation to the Tourism Division's activities.
- Assist in developing and maintaining administrative systems to effectively manage the Tourism Division's workload and priorities
- Provide corporate project support across the Tourism Division to assist in the delivery of major initiatives (for example, accommodation changes)
- Act in the role of Executive Officer in the Office of the Deputy Director-General as required.
Applications will remain current for 12 months.This work is licensed under a Creative Commons Attribution 3.0 Australia License.

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