Executive Assistant

About us

As a department our purpose is to help the community to prevent, prepare for, respond to and recover from the impact of fire and emergency events.

Queensland Fire and Emergency Services (QFES) is the primary provider of fire, rescue and emergency management programs and services throughout Queensland. The department encompasses the Fire and Rescue Service, disaster management services, the Rural Fire Service and the State Emergency Service, and also supports other volunteer groups providing emergency response to Queenslanders.

QFES is one department with many services, many capabilities and many partners.

Purpose of the role

QFES Directorates provide support to a corporate service area and may also support operational service streams that leads the department's strategic framework and vision, driving performance and providing the tools and systems for frontline service delivery, staff and volunteers and works closely with other public safety agencies to ensure the planning and policy enhances the capability of its people, services, technologies and equipment to ensure they are contemporary, agile and able to meet the service delivery needs of Queensland communities.

As the Executive Assistant, you will provide a high level of confidential executive secretarial and administrative support to meet the functions of the directorate in the coordination and delivery of QFES integrated services across the state. You will set priorities and monitor workflows to manage the functions of human resource and finance administration, records and database management, and provide secretariate duties as required. You will be responsible for the coordination and control of correspondence to liaising with internal and external stakeholders on matters requiring direction, information or functional support.

Key requirements

Highly desirable requirements
- Experience with provision of administrative support in senior executive environment.

Your key accountabilities

Your part in the ongoing success of our department, in supporting key frontline services will see you responsible for a variety of work, including, but not limited to:

- Provide a high standard of confidential secretarial and administrative support to the senior executive, this will include: screening and monitoring phone calls
- organising meetings, travel and accommodation, and other events.
- maintaining knowledge of relevant department and whole-of-government policy and procedures
- ensuring compliance and governance is maintained.
- Coordinate, review and quality check all correspondence including reports, letters, ministerial and briefing notes, and effectively monitor and follow up document flows, bring ups to meet deadlines.
- Utilise departmental systems/databases to record, update and report on business activities to resolve issues and to ensure the effective maintenance of records.
- Communicate and liaise with staff, clients and key internal and external stakeholders on a wide range of issues affecting the directorate in a professional and positive manner.
- Organise and coordinate meetings, workshops, conferences, travel including relevant supporting documentation to ensure governance requirements are met.
- Provide secretariat support as required to meetings and committees by preparing agendas, recording and circulation of minutes and follow up on actions and outcomes.
- Provide procedural advice and administrative support to business processes across the directorate and contribute to recommendations for improvement.
- Ensure office equipment, resources and supplies are efficiently and effectively maintained.

Capabilities

To determine your suitability for the role, you will be assessed on the following Leadership Competencies for Queensland behavioural profiles that link to the "key accountabilities" for this role:
Leadership Competency Stream - Individual Contributor (leading self)

Vision
- Stimulates ideas and innovation
- Makes insightful decisions

Results
- Builds enduring relationships
- Drives accountability and outcomes

Accountability
- Fosters healthy and inclusive workplaces
- Demonstrates sound governance

Once you join us we will want you to exemplify the QFES shared values of:

- Respect
- Integrity
- Trust
- Courage
- LoyaltyThis work is licensed under a Creative Commons Attribution 3.0 Australia License.