The Executive Assistant role supports the Director, Community Visiting and Advocacy in the execution of their responsibilities by providing efficient, and professional executive/secretarial and administrative support.
Key Responsibilities
* Ensure the coordination and management of the Director, Community Visiting and Advocacy (CVA) office is undertaken in a proactive and flexible manner. Activities may include:
o Process incoming and outgoing correspondence including allocating, proof reading and tracking the status to ensure high quality, timely responses are prepared and disseminated
o Perform complex administrative activities which may be highly confidential and sensitive, for the Director.
o Successfully maintain the diary of the Director by liaising with personnel to organise appointments/meetings, ensuring all relevant documentation is arranged prior to the appointment.
* Provides administrative support to the Community Visiting and Advocacy Management Team.
* Maintain an effective bring up system to ensure performance standards and deadlines are met.
* Provide research, advice and assistance using information systems on a range of administrative, procurement, human resources, records management, and correspondence policies and processes.
* Ensures compliance with relevant human resource, financial management and other standards, policies and legislation relevant to the operations of CVA.
* Undertake project management activities in accordance with project management methodologies including developing project plans, risk registers, stakeholder engagement and communication plans. Composes routine correspondence and memoranda and prepares reports using knowledge of work area instructions and guidelines
* Book travel arrangements for staff based across North Queensland using the Corporate Travel Management System
* Undertake administrative support for the Townsville and Cairns offices in partnership with the Guardianship Administration Officers (e.g. Workplace, Health and Safety matters), facilities matters and stationary ordering.
Mandatory role conditions
* Possession of a C class driver's licence is a mandatory requirement for this role, as travel is required to attend meetings and arrange car servicing in a range of locations that are often not accessible by alternative means.
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