An opportunity exists for an experienced and highly organised Executive Support Officer to join our client!
An opportunity exists for an experienced and highly organised Executive Support Officer to join our client in the Palmerston area. This role plays a vital part in ensuring effective governance, smooth administrative operations, and high‐quality support.
About the Role
Working with the Chief Executive Officer, this position provides high-level executive and administrative support, contributing to the delivery of the organisation's outcomes.
The role is central to:
* Coordinating the full administrative cycle of meetings
* Providing responsive support to senior execs.
* Managing calendars, correspondence and records
* Ensuring governance and statutory requirements are met
* This is a fast-paced position requiring professionalism, discretion, and the ability to effectively balance multiple priorities.Key Responsibilities
* Act as the first point of contact, ensuring effective liaison with the community, internal staff, and stakeholders
* Handle general enquiries and deliver consistent, high‐quality customer service
* Provide accurate administrative support, including document production and records management
* Prepare and coordinate agendas, minutes, and meeting documentation within statutory timeframes
* Attend council and committee meetings outside standard business hours as Minute Secretary
* Maintain and monitor decisions, follow‐up actions, and associated records
* Provide administrative support to the Executive Assistant to the CEO
* Prepare routine correspondence, reports, and undertake research as required
* Manage calendars and scheduling for the Mayor and Elected Members
* Coordinate travel arrangements, events, appointments, and ceremonial engagements
* Ensure elected representatives are fully briefed and equipped for meetings
* Support coordination of responses to enquiries received by the Mayor's office
* Maintain high presentation standards for office and ceremonial spaces
* Uphold confidentiality, governance standards, and legislative compliance
* Provide relief support across administrative and executive assistant roles as requiredWhat We're Looking For
* Excellent interpersonal, verbal, and written communication skills
* Extensive administrative experience with exceptional attention to detail
* Demonstrated experience preparing agendas and taking minutes for formal meetings
* Strong organisational skills with the ability to prioritise competing deadlines
* High proficiency in computer and office software systems
* Sound knowledge of administrative practices and procedures, ideally in local government
* Ability to manage sensitive information with discretion and accuracy
* Experience arranging meetings, events, and functions
* Strong analytical and problem‐solving abilities, with the capacity to work independently
* A collaborative, professional and friendly approach
* Proven ability to build rapport with internal and external stakeholders
* Willingness to work additional hours to support meetings
What you need to do now
If you're interested in this role, click 'apply now' or email your CV to ***************@hays.com.au OR call 08 8943 6***.
If this job isn't quite right for you, but you are looking for a new position, please contact us for a confidential discussion about your career.