Executive Assistant to CEO

**Purpose of Role**

Under the Leadership of the Executive Director, Office of the CEO, the Executive Assistant to the CEO, will:

- Perform key accountabilities of an Executive Assistant primarily to QTC’s Chief Executive Officer (CEO).
- Coordinate with the Executive Assistant to the Board Chair, to provide Executive Assistant services to the Office of the CEO, including the ED, Office of the CEO, the Board Chair and the Board, as required.
- Work collaboratively with other Executive Assistants across QTC to provide overflow support in the event of EA/Divisional Coordinator absence, and/or during peak delivery periods to ensure QTC is appropriate supported.

**Responsibilities & Accountabilities**
**Executive Assistant to the Chief Executive Officer**

Providing exceptional executive assistant services to the CEO including:

- Ensuring the continual smooth running of the CEO’s day, by establishing an understanding of the CEO’s needs and movements, and anticipating and addressing any issues that arise.
- Facilitating seamless and accurate coordination of CEO meetings, including (but not limited to) managing scheduling - including room bookings and arranging catering, preparing and issuing agendas, preparing and collating meeting briefing notes for CEO, coordinating IT support as required, minute taking, tracking of meeting deliverables / action points and any follow up activities.
- Providing proactive and efficient diary management, meeting scheduling and travel coordination and management, to optimise the CEO’s time and effectiveness, mitigating the risk of any conflicts.
- Managing corporate expenses for the CEO, including raising purchase orders, processing invoices and corporate credit card reconciliation.
- High quality document preparation, including drafting, proofreading and editing content as required, and professional formatting and layout of documents; including letters, information/briefing packs and other artefacts.
- Efficient and timely records management, including electronic and physical filing, and competent use of QTC’s document management system.
- Provide exceptional customer experience as a professional, confidential, and discreet interface between the Office of the CEO, QTC, client organisations and other external stakeholders.
- Delivering any other administrative requirements as requested by the CEO and/or ED, Office of the CEO.

**Executive assistance to the Office of the CEO**:
Contributing to the effective coordination and running of the Office of the CEO, including:

- Providing executive assistant services to the ED, Office of the CEO and occasionally to the Board Chair, including (but not limited to): managing diaries, coordinating correspondence and inbox management, coordinating meetings and support (including minute taking), arranging catering, managing travel including logistics, accommodation and coordinating movements, drafting/preparing papers and documents, and any other administrative support as required.
- Working collaboratively with the ED, Office of the CEO and the EA, Board Chair to achieve visibility of key deliverables for the Office of the CEO, and ensuring the appropriate distribution of support to all stakeholders.
- Supporting administration and effective management of corporate expenses relating to the ED, Office of the CEO and Board Chair, including raising purchase orders, processing invoices and corporate credit card reconciliation.
- Providing Executive Support services to the QTC Board as required, as requested by the Board Chair, ED, Office of the CEO and/or EA, Board Chair.

**Supporting strategic initiatives and events**:
Enabling the timely and seamless delivery of strategic initiatives including projects and events, led by the CEO, including:

- Supporting project planning activity i.e. scheduling, logistics, administration and coordination of initiatives and events including conferences and roadshows.
- Participating as a key member of committees/working groups to elevate logistics, coordination and other risk considerations, relating to the CEO and other Office of the CEO stakeholders, as part of the planning process.
- Contributing to the delivery of events, including coordination of, and communication with, key stakeholders, management of logistics and providing on-the-ground support.

**Providing overflow Executive Assistant support**:
Contributing to the delivery of broader Executive Assistant support across QTC, in the event of the absence of other divisional Executive Assistants and/or Coordinators or at peak delivery times, including:

- Participating as a senior member of an informal, cross-functional team, including regular engagement, with QTC’s broader Executive Assistant cohort, to ensure a collective visibility of workflow, key deliverables, timeframes and capacity.
- Provide overflow support, managing priorities as required.

**Competencies**

Technical Competencies
- Exceptional organisational and administrative ski