Executive Assistant

Purpose of the role

The Executive Assistant provides high level support to the Commissioner for Children and Young People (CCYP) including confidential, secretarial and comprehensive executive administrative support. The role manages the logistics associated with functions of both Commissioners’ Office, initiates responses to enquiries from public, key stakeholder groups and government officers.

Responsibilities will include but are not limited to

• Provide high level executive support to the Commissioner for Children and Young People (CCYP) with meeting support for the Director Partnership Impact Lead
• Provide a proactive and comprehensive administrative support service to the Commissioner, this includes diary management, advice in relation to invitations received, ensuring scheduled appointments are anticipated, working papers are prepared, meeting rooms booked, visitors are welcomed and catering provided where appropriate.
• Coordinate the day-to-day activities of the Commissioner, including workload priorities, document tracking, records management, database maintenance and effective information and communication systems management. Arrange meetings and conferences, which includes coordinating interstate travel arrangements (e.g., flights and accommodation), and other necessary preparations.
• Undertake research required to enable the preparation of briefings, minutes, and letters for the Commissioner, incorporating background information that supports decision making processes and recommendations for action as well as quality assuring all reports, briefings, and correspondence in accordance with departmental standards and other requirements before submission to the Commissioner for review. This also involves maintaining contact lists, information storage and retrieval systems, file tracking, monitoring incoming correspondence, handling briefings and emails
• Coordinate the administration of Cabinet, Parliamentary, Ministerial and Chief Executive briefs and workflows, and FOI requests and briefings, ensuring all correspondence is addressed in a timely and appropriate manner.

Effectively manage correspondence and monitor enquiries

• Analyse correspondence addressed to the Commissioner for referral to an appropriate officer for action/response.
• Provide a Firstline reception service to the office for telephone/client/visitor inquiries, and initiate appropriate actions, such as providing direct replies or redirecting them to the appropriate officers.  Ensure timely advice is provided on administration and day to day matters in collaboration with the Executive Support – Office Manager relating to the Commissioners’ responsibilities through liaison with internal and external parties, including Ministerial staff and a range of external stakeholders.

Manage and provide adequate support to events and meetings

• Undertake Executive Officer responsibilities for meetings and committees as required. Including arranging and booking meeting venues, preparing and collating information required and taking/distributing minutes.

Provide general support to the office

• Assist with maintaining and improving the office of the Commissioner for Children and Young People.
• Contribute to maintaining a safe and health work environment by taking personal accountability by identifying and reporting incidents, hazards and injuries in accordance with policy and procedure.
• Collaborate with the Executive Support – Operations Manager to deliver effective administrative service to the office.
• Undertake business improvement projects / office projects as required under the direction of the Executive Support – Operations Manager.

• Proven ability to utilise well developed interpersonal skills to communicate effectively, both verbally and in writing, and provide excellent customer service in a professional, approachable and tactful manner.
• Proven ability to demonstrate and apply confidentiality, diplomacy and discretion, tact and judgment and to work with astuteness in a sensitive/political environment.
• Confidence dealing with periods of high intensity workload, with rapidly changing priorities, when meeting timelines is essential.”
• Sound knowledge of government administrative, records management and human resources policies, practices and procedures.
• Demonstrated experience in the use of computer packages and office automation systems, including high standard of document presentation, database and diary management and use of electronic media for communication.
• Demonstrated experience providing a personal/executive assistant service to an executive level employee, including diary and correspondence management and the organisation of meetings, functions and travel arrangements.
• Demonstrated knowledge and commitment to promoting and creating a safe and inclusive work environment, and the legislative requirements of Equal Opportunity and Work Health and Safety legislation.

The role will be offered as a 12 month, full time contract, with the view to extend.
Applicants will need a valid Working With Children Check and Reporting to Abuse and Neglect Training or must be willing to obtain them.
Candidates with an Aboriginal or Torres Strait Islander background are encouraged to apply.