Executive Assistants To The Coo

**Purpose of Role**

We are looking for an Executive Assistant to support the Chief Operating Officer **on a 12-month max term contract,** and **a permanent **Executive Assistant to support the Executive Directors in our Advisory Division.
- Perform key accountabilities of an Executive Assistant primarily to QTC's COO, and Executive Directors.
- Deliver business support across the Business Services and Advisory divisions.
- Work collaboratively with other Executive Assistants and business support team members across QTC to provide coordinated support to ensure the seamless and smooth operation of QTC at all times.

**Responsibilities & Accountabilities**

**Providing exceptional executive assistant services to the COO and EDs, including**:

- Providing exceptional customer experience as a professional, confidential, and discreet interface between the senior leaders and Divisions, and all stakeholders, both internal and external.
- Ensuring the smooth operation of the COO/EDs, by establishing an understanding of their needs and movements, and anticipating, triaging and addressing any issues that may arise.
- Managing correspondence, including triage of inbox if required, escalating per importance and priority, and ensuring requests are actioned/followed up appropriately, in a timely manner.
- Proactive diary management to optimise their time and effectiveness and mitigate the risk of conflicts.
- Efficient coordination of meetings and forums, including (but not limited to) scheduling i.e., liaising with stakeholders (including other EAs/team members), sending meeting invitations, managing room bookings, booking and coordination of catering, preparing and issuing agendas, preparing, collating and distributing meeting papers/briefing notes, coordinating IT support as required, minute taking, tracking of meeting deliverables/action points and any follow up activities.
- Providing strategic and operational support by coordinating divisional strategic deliverables and calendar of key dates and events, including Board and other committee/forum/steering committee dates, paper submission deadlines, reporting requirements, project milestones etc.
- Managing travel arrangements i.e., transport and accommodation bookings, transfers, anticipating and managing changes as required, creating/updating/distributing itineraries.
- Managing corporate expenses, including raising purchase orders, processing invoices and corporate credit card reconciliation.
- High quality preparation and formatting of information for internal and external distribution, including: writing letters, memos and reports; compiling data for reports; drafting, proofreading and editing content; professional formatting and layout of documents and presentations; and any other information preparation duties.
- Efficient and timely records management, including electronic and physical filing, and competent use of QTC's document management system. Delivering any other administrative requirements as requested.

**Providing business support.**
- Coordinating the flow of information, including scheduling meetings, screening phone calls, opening and sorting mail, summarising reports and memos.
- Coordinating divisional meetings and forums including scheduling and logistics i.e. sending meeting invites, booking meeting rooms, catering as required, preparation and distribution of agendas and other documents, managing schedule changes etc.
- Support travel arrangements for Division stakeholders
- Board and committee paper management on behalf of the Division
- Coordination of divisional expenses, including raising purchase orders and processing invoices.
- Overseeing divisional equipment requirements including stationery, hardware, office supplies and equipment.
- Maintaining divisional records, including electronic and paper filing, and taking steps to maintain that the division complies with all applicable record-keeping requirements.
- Divisional budget coordination
- Providing visibility on pending timeframes for administrative matters which support the functioning of the division e.g. upkeep and renewal of contract

**Supporting strategic initiatives and events**

Enabling the timely and seamless delivery of strategic initiatives including projects and leadership events, including:

- Supporting project planning activity i.e., scheduling, logistics, administration and coordination of initiatives and events including conferences and roadshows as they may relate to the Division.
- Participating in cross-divisional/inter-agency planning meetings as required.
- Attending events as required, to coordinate and communicate with key stakeholders, manage/oversee logistics and providing on-the-ground support (including for technology, catering and other equipment requirements).

**Providing broader business support**

Contributing to the delivery of broader business support across QTC, including:

- Participating as a member of an informal, cross-functional team coor