Executive Assistant

Role purpose
The Executive Assistant, System Reform and Planning provides executive management support to the branch Executive team and provides a key point of contact for key stakeholders from a diverse range of government, private, public and community service sectors. The role requires good interpersonal and communication skills, a strong knowledge of departmental processes (including OurBriefings), and the ability to build and maintain relationships at all levels across the department.
Are you
- An experienced Executive Assistant, able to provide high quality support to senior executives
- Able to demonstrate strong organisational and time management skills, with experience in planning, prioritising and managing the execution of competing tasks
- Able to clearly and confidently communicate with people at all levels of the organisation, and establish and maintain relationships with stakeholders
- Proficient in software programs such as Outlook, Trim and Microsoft packages.

Knowledge and skills
*
- Influence and negotiation: adapts the content style, message or tone of a presentation to suit the audience and plans how to tackle objections; sells own ideas by linking them to others' values needs and goals; negotiates and implements a well-planned course of action to achieve a specific impact.
- Self-management: plans and prioritises work to ensure outcomes are achieved, resists the temptation to react immediately without taking time to think things through, uses strengths to contribute constructively and consciously manages the impact of own weaknesses, anticipates own reactions to situations and prepares accordingly.

Personal qualities
*
- Drive and commitment: enthusiastic and committed; demonstrates capacity for sustained effort and hard work, sets high standards of performance for self and others; enjoys a vigorous and dynamic work environment
- Integrity: committed to the public interest; operates in a manner that is consistent with the organisations code of conduct; inspires trust by treating all individuals fairly.
- Resilience: perseveres to achieve goals, even in the face of obstacles; copes effectively with setbacks and disappointments; remains calm and in control under pressure; accepts constructive criticism in an objective manner, without becoming defensive.
- Teamwork: cooperates and works well with others in pursuit of team goals, collaborates and shares information, shows consideration, concern and respect for others feelings and ideas, accommodates and works well with the different working styles of others, encourages resolution of conflict within the group.

Key accountabilities

**Operating at value range 1, you will**:
*
- Provide a range of effective executive support functions, including: accurately managing the office's events diary; providing quality support to committees, working groups and meetings, including progress reports on outstanding matters; and preparing reports, briefs and correspondence.
- Arrange meetings and conferences, including coordinating papers, organising venues, agendas, taking minutes and follow-up actions and making travel and accommodation arrangements.
- Answer queries, provide timely advice, undertake follow up action as required.
- Effectively review and improve office processes and maintain corporate information systems for records management, financial information, fleet management, client payments and ministerial correspondence.
- Operate as an effective branch member in a team environment and deliver quality, timely, and effective customer service to managers and staff within the branch.
- Keep accurate and complete records of your work activities in accordance with legislative requirements and the department's records, information security and privacy policies and requirements.
- Take reasonable care for your own health and safety and for that of others in the workplace by working in accordance with legislative requirements and the department's occupational health and safety (OHS) policies and procedures.
- Demonstrate how the actions and outcomes of this role and work unit impact clients and the department's ability to deliver, or facilitate the delivery of, effective support and services.

Operating at value range 2, you will perform all the above together with increasing involvement to:
*
- Provide guidance to others in the work area and related areas regarding processes and systems.
- Identify and work collaboratively to implement system improvements within unit or professional field.
- Undertake more complex tasks under direction.

Specialist expertise
- Demonstrated knowledge of and experience in departmental administrative processes, procedures and systems is required.

Mandatory Vaccination Policy

**HOW TO APPLY**: