Executive Assistant

Summary about this job

Detail information about job Executive Assistant. Terms and conditions vacancy

My client, based in Mosman, manages a variety of landmarks in Sydney's Harbour which attracts a lot of visitors every year. Iconic workplace.

ROLE OVERVIEW:           

This role is responsible for the timely, efficient and effective high level office administration, executive support, coordination and confidential secretarial support to the Executive Director, Board and Board committees.

Main Duties:

• Management of high level confidential, secretarial and office administration services to the Executive Director.
• Manage the meeting schedules and work and travel commitment diaries for the Executive Director and ensure information and briefing is received in a timely manner prior to meetings.
• Produce required reports, correspondence, presentations and spreadsheets in a timely and accurate manner.
• Prepare draft briefs, ministerial correspondence, QON’s and other documents relevant to the functions of the Executive.  Monitor and administer the Department’s Parliamentary Document Management System (PDMS).
• Provide high level administrative and secretarial support for the Board and Board committees, preparing papers for Board meetings, agenda and minutes of meetings as required.
• Maintain appropriate systems, procedures and checks to ensure the accuracy, timeliness and presentation of the Executive Director’s management reports.
• Manage the records and filing system for confidential records and filing of reports, correspondence and related material for ease of retrieval.
• Manage the coordination of phone calls and visitors for the Executive Director
• Co-ordinate related functions and conferences as advised by the Executive Director.
• Maintain current knowledge of the various departments’ procedures, initiatives and events to provide up to date information for the Executive Director.
• Arrange travel for all Harbour Trust staff as required ensuring bookings are made in accordance with Harbour Trust and Whole of Australian Government policy and guidelines.

Skills required:

• Demonstrated experience and understanding of administrative functions and office practices at the Executive level and minute secretary support to committees.
• Excellent communication skills both written and verbal with the ability to recognise and be responsive to the needs of internal and external stakeholders and Board of Directors.
• Proven skills in using word processing, spreadsheet and presentation software packages.  

• Demonstrated ability to prioritise varied and conflicting demands and manage workload to agreed standards and timelines.
• Demonstrated ability to maintain a high level of initiative, discretion and confidentiality.
• Willing to undertake a Police Check.
• Australian citizenship or the ability to work in Australia.

If you feel that this is you, 'APPLY' now to submit your resume. If you are successfully shortlisted our consultants with be in touch with you.

Talent Options is part of the Australian Business Solutions Group and is owned by the NSW Business Chamber. We offer permanent, temporary and contract recruitment solutions across all professional and office support sectors. We have a vast range of HR, Legal, Trade and Business Consulting services and products, with a group network of 48 offices across the country.