Executive Information Coordinator

Job description

Agency Department of Logistics and Infrastructure Work unit Built Infrastructure

Job title Executive Information Coordinator Designation Administrative Officer 4

Job type Full time Duration Fixed to 15/03/2026

Salary $75,091 - $85,611 Location Palmerston

Position number 39723 RTF Closing 29/09/2025

Contact officer Lesty Wilson, Executive Officer on or

About the agency

Apply online

APPLICATIONS MUST INCLUDE A ONE-PAGE SUMMARY ABOUT YOU, A DETAILED RESUME AND COPIES OF YOUR

TERTIARY QUALIFICATIONS.

Information for applicants – inclusion and diversity and Special Measures recruitment plans

The NTPS values diversity. The NTPS encourages people from all diversity groups to apply for vacancies and accommodates

people with disability by making reasonable workplace adjustments. If you require an adjustment for the recruitment

process or job, please discuss this with the contact officer. For more information about applying for this position and the

merit process, go to the OCPE website.

Aboriginal applicants will be granted priority consideration for this vacancy. For more information on Special Measures

plans, go to the OCPE website.

Primary objective

The Executive Information Coordinator provides high-level administrative and secretariat support, including management of

the daily business of the Executive Director's for Infrastructure Planning and Operational Support (IPOS) and Infrastructure

Delivery (ID) and extended coordination and support to the work of IPOS and ID branches.

Key duties and responsibilities

1. Provide executive level assistance and support to IPOS and ID Executive Director's, including the management of

workflow through the office, records management, calendar and meeting management, and scanning and monitoring

incoming calls.

1. Follow up on divisional tasks and timeframes on behalf of IPOS and ID Executive Director's.
2. Work closely with internal divisions and work units to coordinate and assist in the preparation of correspondence and

reports.

1. Manage a range of financial and procurement functions including travel bookings, purchasing, liaising with suppliers,

organising payments, processing credit card transactions and reconciliations.

5. Take meeting minutes, formulate agendas, distribute background papers, and coordinate venue booking and catering.

1. Support the strategic management of both branches and work closely with Directors and their support staff to assist in

day-to -day operations.

Selection criteria

Essential

1. Demonstrated experience in providing high-level administrative and executive support, including calendar and diary

management, meeting organisation, minute taking, credit card management and travel bookings.

2. Demonstrated high-level written communication skills with the ability to quality check executive level documents,

including ministerial correspondence, and draft procurement documentation.

1. Demonstrated high-level interpersonal skills with the ability to liaise effectively and build strong working relationships

with internal and external stakeholders, as well as high-level of diplomacy, integrity, confidentiality and tact in dealing

with a range of individuals and organisations within all levels of Government and outside organisations.

1. Proficient in the use of computer systems, including word processing, databases and spreadsheets.
2. Ability to remain reliable and highly motivated in a busy small team environment often without direct supervision,

including demonstrated high-level organisational skills with ability to set priorities and to work under pressure, plan for

alternatives and complete tasks within required timeframes.

Desirable

1. Experience with the HP Content Manager records management system and Travel Request Information Processing

System.

2. Experience in portfolio management, works programming and/or infrastructure delivery