Executive Assistant

Job description

Looking for a senior Executive Assistant to work for a leading NSW Government agency, must have previous government experience of supporting Senior Directors

The primary purpose of this role is to provide high level, confidential, executive support to senior executive management. This includes developing and managing efficient administrative systems and processes to support effective time management, liaison on behalf of senior executive management within the organisation, and the co-ordination and submission of briefs and reports.

Key accountabilities

• Contribute to achieving effectiveness of senior executive management by identifying, prioritising and determining urgency of the critical issues for management’s attention and support
• Provide high level executive secretarial and administrative support to senior executive management including the preparation of confidential briefing notes, ministerials and memoranda to ensure completion within specified timeframes
• Organise meetings and conferences for senior executive management, including booking venues, sending invitations, and preparing agendas and meeting documentation
• Maintain senior executive management diaries including arranging of training and travel and monitoring and managing the urgency and appropriate diversion of incoming calls
• Develop and maintain the divisional Document Control System to ensure a timely response to all internal and external correspondence
• Manage a range of documentation for the Division, including accounts, personnel timesheets, overtime approvals and absence management records, maintaining confidentiality in relation to all human resources, administrative, staff matters, and special projects
• Create and maintain files and documents in accordance with records management procedures, to enable efficient retrieval of information as required.  Archive project files accordingly to maintain efficient retrieval at short notice

MUST HAVE:

• Excellent communication skills to deal with internal and external stakeholders
• Diary management experience and able to deal with conflicting meetings