Executive Assistant
2 weeks ago
**The Role**: Operating from within the Office of the Executive Director in the Water Operations and Systems team you will be involved in the provision of efficient, effective and confidential administrative and operational support to the Executive Director and the leadership team. This office operates in a highly dynamic and responsive environment, with an ability to navigate short timeframes and competing priorities with the support of the Executive Officer critical to the role.A high level of professionalism and the ability to develop networks and effective relationships across the department are important attributes in this role.As a representative of the Office of the Executive Director, you will need to pro-actively review, manage, facilitate and deliver core operational reporting, correspondence and approvals for the Executive Director and the leadership team. Given the pace and reactive environment, the establishment and maintenance of relationships with other teams across the Division and the leadership team is essential to ensure Water Operations and Systems is both a respectful environment and reflects our reputation as being a great place to work.Key Duties and Accountabilities: - Provide high level executive support, including confidential secretarial and administrative services to the Executive Director and other staff within the division in accordance with departmental policies and procedures. Proactively manage the Executive Director's calendar, arrange and organise appointments, committees, meetings and conferences including catering, materials and information and providing secretariat support and minute taking as required. Organise travel, accommodation and business arrangements as required for staff and clients. Maintain the records management system, and administer the flow of correspondence across the division, ensuring all correspondence and documentation is accurately recorded and tracked in the Ministerial and Executive Correspondence System (MECS). This can include acting as the central point for correspondence and documents, including distribution of correspondence and other documents, and when necessary, follow up on outstanding items and preparation of documents for approval. With the assistance of corporate teams, assist the Executive Officer in maintaining core financial, HR and Business Reporting information on behalf of Water Operations and Systems
- Assist the Executive Officer in their role, this may include occasional project work, data collation, event support and review of processes to ensure best practice are occurring. Undertake financial processing activities as required, including purchasing, processing invoices, reconciling corporate card transactions and processing of travel claims. Maintain knowledge, technical proficiency and skills appropriate to the role including compliance with appropriate legislation, policies, procedures and protocols. Build and maintain effective working relationships with clients and stakeholders through liaison with appropriate areas throughout the office, the department and other agencies. Other duties as required.
Applications to remain current for 12 months.This work is licensed under a Creative Commons Attribution 3.0 Australia License.
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