Executive Assistant

Coordinator

**Position Number**:P00234

**Directorate**:Infrastructure and Project Delivery

**Service**:Business and Systems

**Location**:Katoomba Council Chambers

**Position**
**Classification**:
Band 7

**Date**
**Created/Updated**

June 2025 (updated)

**POSITION PURPOSE/OBJECTIVE**

Manage logistics including effective directorate wide collaboration and Secretariat support
to external panels. Use digital and virtual communication tools to facilitate collaboration,
messaging, learning / coaching with enhanced writing skills for research, response.

Work to develop value adding business processes that are successful and seamlessly
delivered whether remotely or in office.

**RELATIONSHIPS**

**Reports to**:(Position Title)**:Director Infrastructure and Project Delivery

**Report to: (Position Number)**P01011

**Staff Responsibility**:Leadership and mentoring of staff on business
workflows, policies and protocols.

**Key Internal Relationships**:Branch Managers and all other staff within the
Directorate; CEO, Directors, and their support
staff; Councillors on behalf of the Director. Liaison
with other staff at all levels of the organisation.

**Key External Relationships**:Residents and ratepayers, Councillors, and staff
in other local government areas; community
groups / tourists and business sector operators;
consultants, applicants, and legal advisors. Other
government departments and agencies both
State and Federal.

**KEY RESPONSIBILITIES**
- Manage correspondence and other communications in relation to the Directors

responsibilities. As appropriate, respond, record, forward, action, monitor or bring
matters to the Directors attention. Manage appointments and prepare documentation
and other material associated with meetings attended by the Director.
- Serve as liaison between the Director, staff, and other work areas to maintain

operational efficiency. Act to resolve the more complex customer enquiries that have
escalated to the management level.
- Aid the directorate on special projects, involving research, the gathering and compiling

of information or data of a specialised nature. Complete business cases as required.
- Act as Secretariat to the Local Traffic Committee including the effective scheduling

and operation of panel meetings and liaison with panel members.
- Co-ordinate the council report process and councillor / ministerial communications and

responses for the directorate.
- Manage the logistics, minutes and records of official meetings and proceedings of the

management team and directorate wide meetings. Actively contribute to agenda
setting and sessions.
- Prepare communication materials, including writing copy, editing, and proofing. Liaise

with the communications team to update web pages, publications and published open
data.
- Work with colleagues to analyse, map and adjust business processes across the

Directorate.
- On board staff and coach others (in office and remotely) in setup, workflow, and system

use. Including access and sign off to appropriate delegations, authorities, etc.
- Act as a key cultural champion working in an environment that requires collaboration

and communication. Remain agile to respond to the variety of workplace demands
whether internal or externally driven.
- Identify the levels of access to information and where required arrange access in

accordance with the Government Information (Public Access) Act and Council
procedures.
- Develop and adopt comprehensive office management support practices that respond

to directorate needs. Order and confirm Directorate-wide budgets for stationary,
subscriptions, training / seminars, etc., in accordance with purchasing policies.
Process records associated with corporate credit card purchases.
- Coordinate legal matters, confirm budgets and account payments, initiate action for

the payment of Court awarded costs.

**Guiding Principles**
- We act as one organisation responding to the changing needs of our LGA and

community
- We are strategy led, driven by our Community Strategic Plan with clear priorities and

focus
- We are service focused ' we continuously improve service provision and provide

excellent customer service
- We collaborate and work together to achieve our outcomes
- We ensure safety and well-being is at the centre of our organisation, operations and

culture
- We are a financially sustainable organisation, living within our means, ensuring best

value resource allocation
These Guidelines complement the Council’s adopted Values of: Work Together; Work
Safe Home safe; Service Excellence; Value for Money; Trust and Respect; and,
Supporting Community

**Workplace Health & Safety**_ _

Ensure compliance with WHS obligations and responsibilities as outlined in Councils
policies and procedures and under the relevant WHS legislation. These include but are
not limited to: identifying potentially unsafe situations or work practices and notifying your
Supervisor or Manager (or the Health, Safety Man