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Operations Coordinator

3 weeks ago

Brisbane, Australia Trade and Investment Queensland Full time

**To be successful in this role you will**:

- Coordinate, assign, track, monitor and report on all incoming and outgoing correspondence and documents on behalf of the CEO to ensure the timely distribution of requests and responses are achieved, including:

- Ministerial correspondence such as letters, briefing notes, overseas travel requests and reports, meeting requests and briefs, event packs, as well as regular reporting.
- Urgent ad-hoc requests from the Minister's office and other government agencies.
- Parliamentary briefing notes (PPQs), Questions on Notice, Governor's briefing notes, speeches and other correspondence.
- Information requests from Protocol Queensland and the Governor regarding visiting foreign dignitaries.
- Incoming and outgoing letters on behalf of the CEO and the TIQ Board Chair.
- Prepare, proofread and edit all incoming briefing notes and other documents and Ministerial correspondence for clearance by the Manager, Executive Services for the CEO's approval including checking and correcting formatting, punctuation and grammar in line with TIQ and whole of government style guides.
- Manage the CEO's office generic inbox and ensure all items are addressed in a timely manner.
- Liaise with the Minister's office and/or the DLO to submit and progress approved correspondence.
- Provide high level confidential administrative support, research and assistance to the CEO with events, travel bookings, financial reconciliations and other administrative duties, while maintain a high level of accuracy.
- Support and assist the CEO with managing sensitive and confidential projects, including identifying the need for information, responding to requests for information and producing reports as requested.
- In consultation with the Manager, Executive Services, develop, implement and continuously improve office management systems including information management, filing and tracking systems.
- Communicate effectively with internal stakeholders including the Board, TIQ's Executive management and Brisbane-based, regional and overseas staff as well as with other Queensland Government agencies.
- Actively participate in the delivery and coordination of other business management functions and projects both as required.
- In consultation with the Manager, Executive Services develop, implement and continuously improve office management systems including information management, filing and tracking systems.

Applications will remain current for a period of up to 12 months and may be considered for other vacancies which may include an alternative employment basis (fixed-term temporary, full-time, or part-time)

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