Aps 5 Secretariat Officer/executive Assistant

2 weeks ago

Canberra, Australia Hudson Australia Full time

This role is full time.

**Key Responsibilities**:
The role will be responsible for a range of tasks including some of the following:
- Provide well organised support for the Exec with communication, planning schedules, appointments, meetings, reports, travel and associated tasks.
- Maintain systems and practices that promote forward planning to ensure the Exec has the appropriate documentation, reports and associated information for meetings and appointments and ensure these are dealt with in a professional and timely manner.
- Manage the Execs communications, by exercising judgement in prioritising, sorting and drawing attention to urgent communications, and setting in place systems to store, manage and archive communications and other documents.
- Analyse enquiries and requests for assistance to determine and take appropriate action on behalf of the Exec, including the redirection of enquiries to appropriate personnel.
- Provide administrative support to own Group (e.g. stationery, travel arrangements, meeting arrangements, collation and maintenance of information for internal management purposes, support for internal Group meetings)
- undertake secretariat duties including scheduling meetings, taking minutes and preparing meeting papers, reports, briefs and other relevant documentation for various committees and forums
- manage M365 internal SharePoint pages, including creating and maintaining new sites, migration via sharegate and working collaboratively with M365 staff
- provide cover for finance staff within the group, processing invoices, credit card transactions or similar.
- Provide cover for executive assistants within the organisation and participate in and support other activities as appropriate.
- strive for continuous improvement of the teams performance by using efficient and practical administration processes and systems.

**Key Capabilities**:
The role is required to have excellent written and oral communication skills, strong coordination and liaison skills. Other capabilities include but are not limited to:

- excellent organisational, problem-solving, planning and time management capabilities, including capacity to manage multiple competing priorities'
- ability to work within a dynamic team environment to meet pressured deadlines and ensure delivery against objectives
- analytical and conceptual thinking, complemented by strong oral and written communication
- demonstrated communication and interpersonal skills, with the ability to promote, develop and manage internal and external relationships

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