Personal Assistant

Job description

  
Our client the NSW Government is looking for a PA to cover annual leave until the 7th August in their CBD office. The Personal Assistant performs a variety of administrative functions. Schedules appointments gives information to callers and takes dictation. Composes memos, transcribes notes, and researches and creates presentations. Generates reports, handles multiple projects, and may prepares and monitors invoices and expense reports. Requires 2-4 years of experience in the field or in a related area. Familiar with standard concepts, practices, and procedures within Government departments. Relies on experience and judgment to plan and accomplish goals. Performs a variety of tasks. Works under general supervision. A certain degree of creativity and latitude is required. Typically reports to a supervisor or manager.
 
Responsibilities:

• Provide confidential administrative and executive services to the Director and the Renewable Energy Advocate
• Facilitate efficient and effective executive services
• Manage and organise approvals for financial databases, InReach and CM 9
• Coordinate, facilitate and participate in workshops including Branch Meeting, Administrative procurement and Finance and Contractor Approvals
• Diary management to organise and reschedule meetings including room booking at various locations and to avoid diary clashes and optimise Executive time with internal and external organizations
• Plan meetings, organise and manage safety and team briefings
• Secretarial support at meetings, including preparing agendas, taking notes, recording actions and issues and tracking actions
• Arrange registration of Director REA for workshops
• Co-ordinate internal and external meetings with various government departments and private organisations and direct reports
• Collecting and printing meeting papers to create folders and organising catering when required
• Follow up Approvals on InReach/CM9, send to PSC, Dep Sec as required
• Give special attention to urgent Ministerial documents, editing briefs if required within InReach and CM9 content manager electronic filing of documents and records management and processing
• Prioritise and remind the Directors of incoming requests, mail and calls
• Book online Travel including air and train, hotel and car bookings, venue, resources and catering if required for external and regional meetings
• Corporate credit card Visa online and Concur management, entry, reconciliation and approval, petty cash and travel processing also reconciliation of Director REA monthly Cab Charge account
• Place orders for office equipment as requested by the Director and staff
• Organising Staff Training and Workshops including logistics, catering, transport, meeting rooms, external venues, flights, accommodation, organise venue facilitate Training/Trainer and process all relevant tax invoices for payment
• Human resource and staff issues management through SAP HR, Aurion System and Taleo online recruitment system, flex, leave reconciliations, staff placement and exit forms, establishment reports and approving Contractor employment and time sheets online via Field glass
• Ordering online office supplies, receiving deliveries and distributing stores throughout the office and updating the register
• SAP purchasing, reporting, budgeting, purchase orders creating and releasing, processing equipment and resource orders, preparing purchase orders and organise payment of Tax Invoice invoices, receipting items and monthly, quarterly and annual reporting, travel approval and processing

 
If you feel you fit the above criteria, please select ‘’Apply Now’’ or please contact Jessica Vrtaric on 9641 2447 or jessica@charterhouse.com.au