In this role, you will provide high quality executive support to the Executive Director (ED) and contribute to the delivery of inclusive, timely and professional information, documents and business services. The position requires an experienced administrative professional who can operate effectively in a fast paced, agile and evolving environment while delivering critical corporate and executive coordination.
You will achieve this through the provision of coordinated administrative support to the Planning Policy Division, including the effective management of all divisional mailboxes to ensure correspondence is allocated, actioned and finalised within required Planning Policy timeframes.
You will be part of a dynamic and collaborative team that delivers essential planning and policy services to the broader Planning Group and key external stakeholders, ensuring consistent and high quality outcomes aligned with divisional objectives. The team fosters a culture of collaboration, shared accountability and continuous improvement, actively identifying opportunities to enhance processes, systems and workflows. It plays a critical role in supporting the division's strategic priorities and building strong relationships across the Planning Group and the wider organisation.
By joining this team, you will contribute to a culture of compliance, excellence and innovation, ensuring the delivery of efficient and effective services that support the department's goals.
Skills
* Provide high quality executive support to the Executive Director, including proactive calendar management, meeting coordination, preparation of briefing materials, and tracking priorities, actions and deadlines.
* Deliver organised and reliable administrative support to the Planning Policy Division, coordinating divisional meetings, preparing documents and templates, managing shared calendars, and supporting onboarding, rosters and operational resources.
* Manage all divisional shared mailboxes end to end, ensuring correspondence is reviewed, triaged, assigned, tracked and finalised within required timeframes, with accurate, complete and audit ready records.
* Coordinate divisional correspondence workflows, ensuring responses are accurate, timely and compliant through effective liaison with Project Leads and Planning Group, proactive follow ups, added updates or dot points, and escalation of emerging risks or delays.
* Prepare and provide weekly summaries of key issues, outstanding items, correspondence patterns, risks, workload hotspots and matters requiring escalation or managerial attention.
* Support coordinated divisional operations, including procurement, office logistics, IT coordination, SharePoint management, room and event coordination, and general administrative tasks as required.
* Maintain consistent work rhythms and reporting practices, including managing an EA task list, participating in regular ED check ins and functional meetings, and contributing to performance and continuous improvement activities.
* This role is part of the Planning Group Executive Assistant network and provides support across the Group as needed.
Applications to remain current for 12 months.
Job Ad Reference: QLD/681600/26
Closing Date: Friday, 20 March 2026
Occupational group: Administration
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