The Executive Assistant reports to the Chief Operating Officer (COO) and is responsible for managing the daily workflow of the COO, while also providing comprehensive office management support across the Canberra office. The functions of this position are broad and will require someone with a high degree of initiative with the ability to operate well in a high-pressure environment. As the first point of contact to the Office of the COO, you will be expected to consistently demonstrate a positive attitude, client-focused approach, and a proactive problem-solving mindset
The position also manages corporate support activities including delivery of accommodation and travel requirements and holds secretariat responsibility for internal and external committees.
You will:
* Provide efficient, effective and confidential executive support including the coordination and dissemination of relevant information and executive correspondence.
* Maintain the COO calendar and emails, including the organisation of meetings, appointments and conferences.
* Support the COO in enhancing operational efficiency, including streamlining workflow systems and improving processes.
* Provide team administration support, such as maintaining key team resources (e.g., organisational charts, shared documents)
* Examine, track, disseminate and monitor all correspondence and maintain appropriate filing systems.
* Research, prepare, coordinate and disseminate information for meetings, diary appointments, minutes as required.
* Liaise with various internal and external consultants, board members, senior officials on administrative and corporate support issues.
* Develop, initiate and maintain effective administrative processes to ensure the smooth operation of the office including records management, travel arrangements and relevant information technology systems.
* Participate in the development of a healthy and safe workplace, including taking reasonable care for your own health and safety and proactively reporting injuries, hazards and illness to your manager.
* Manage the operation of the Canberra office including lease responsibilities, business continuity, managing office supplies, ensuring WHS compliance, manage office cleaning contractors.
* Serve as the primary point of contact for all Canberra facility-related matters, ensuring timely resolution of issues to maintain a safe and efficient working environment.
* Working autonomously, or with others in the Agency as necessary, plan and execute office events and conferences that relate to the Canberra office and/or the Office of the COO, including sourcing and engaging venues, arranging travel and accommodation and liaising with external stakeholders.
* Provide comprehensive support to visitors including, welcoming and orienting guests to the office, coordinating meeting logistics, and ensuring a professional and positive visitor experience.
About you
You will bring:
* Demonstrated experience in a multifaceted office environment providing corporate support to varied business units.
* Demonstrated ability to prioritise, plan and organise workflow in order to meet deadlines.
* Strong communication and interpersonal skills, both oral and written, including the ability to liaise with a diverse clientele utilising tact, discretion and confidentiality.
* Ability to maintain excellent relationships with a network of contacts such as EAs, the CEO's Office and external stakeholders.
* Highly organised and manage a variety of tasks at any given time, with a strong focus on attention to detail.
* Demonstrated ability to work in a team environment with limited supervision and demonstrate flexibility and willingness to learn.
* Ability to gain sound general knowledge of the role and functions of ARENA and an understanding of how these relate to your work.
Skills and capabilities
We are seeking candidates who have:
* Demonstrated experience in providing effective high level executive support and
* administration to senior management.
* Experience working as an Office Manager or similar.
* The ability to work with discretion and demonstrate sound judgement to prioritise matters.
* Experience managing stakeholder relationships and build and sustain positive working
* relationships and influence others to achieve agreed outcomes.
* The ability to work well as part of a busy team, fostering collaboration and teamwork within the Office of the COO team and other executive support officers.
* Experience working autonomously and with limited direction.
* Demonstrated ability to act with discretion and maintain appropriate confidentiality in relation to potentially sensitive material.
* Experience in proactively resolve issues through analysis of alternative course of action,
* taking into consideration risks and implications with a solution focused approach.
* Well-developed computing skills including the ability to use Microsoft Office applications.
Why us?
At ARENA, we are committed to providing an inclusive culture so our employees can bring their whole selves to work and have a sense of belonging.
You don't need to be an expert in renewable energy or energy markets, but a keen interest in advancing an ambitious energy and climate agenda will be helpful.
In addition to the above:
* We have flexible working arrangements
* We encourage learning and development
* You will have front row tickets to leading edge technology in the sector
* Work in an impactful and evolving environment
* Be part of a team that collaborates and makes a difference
How to apply
If you think this role is the right fit for you, we encourage you to apply by submitting your resume and cover letter (no more than 1 page).
We encourage applications from diverse backgrounds and experiences. We strongly believe that diversity of experience, perspectives, and background will lead to a better environment for our workers and better outcomes for Australia.
Applications close at 11pm Thursday 31 July. To find out more about ARENA, please view www.arena.gov.au/about/
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