Executive Support Officer
1 week ago
As the Executive Support Officer, you will be responsible for managing the efficient progression and quality assurance of all executive correspondence (i.e. Ministerial and departmental correspondence, briefing notes and memos) and providing comprehensive executive support to the Executive Director, Business and Corporate Services (BCS). This role also provides assistance on a range of financial, facilities, and operational human resource reporting for BCS ensuring alignment of business requirements and compliance with OIR's policies and procedures.
Key responsibilities
- Action and delegate on behalf of the Executive Director various matters to senior officers and managers and ensure timely responses to:
- Departmental correspondence from both public and private sectors;
- Ministerial documentation including correspondence, requests for briefing and speech notes for the Minister, Director-General and Deputy Director-General; and
- Any other requests for information as required.
- Manage the Executive Director's appointment diary and coordinate appointment briefings including:
- Coordinating appointments and meetings, including the setting of agendas, preparation, collation and distribution of papers and follow up of action items;
- Coordinating travel arrangements and itineraries for the Executive Director and other staff including the processing of monthly payments for travel invoices; and
- Booking of meeting rooms, video or phone conferencing facilities, sending invitations and assisting with travel and accommodation requirements where required.
- Coordinate and respond to requests for briefing documents to the Minister, Director-General or Deputy Director-General on behalf of Business and Corporate Services.
- Attend internal meetings and perform secretariat duties, including taking and distribution of meeting minutes.
- Ensure quality assurance of all material presented to the Executive Director ensuring corporate standards are met.
- Develop and maintain the Executive Director's confidential filing systems, including the maintenance of Business and Corporate Services correspondence electronic tracking system to ensure all information is accurate and filed correctly.
- Monitor payroll, establishment and leave reports, completing and/or checking resourcing requests for the Executive Director's endorsement and/or approval, and liaising with OIR Human Resources and Finance groups in regard to resourcing matters as required.
- Develop and maintain positive relationships with key internal and external stakeholders including the offices of the Minister, Director-General or Deputy Director-General as well as other business units and current and potential stakeholders.
Applications will remain current for 12 monthsThis work is licensed under a Creative Commons Attribution 3.0 Australia License.
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