Administrative Support Specialist
The role of an Administrative Support Specialist is to provide high-level administrative support to senior management by preparing reports, gathering and handling information requests, and performing clerical functions such as preparing correspondences, receiving visitors, arranging conference calls, and scheduling meetings, note taking, record keeping. This involves acting as the first contact point for busy members of the senior management team and following up action items with them and providing feedback internally and to external stakeholders.
Key Responsibilities:
* Provide direct assistance to the Chief Executive Officer (CEO).
* Manage and maintain the senior management team's schedules and assist with travel arrangements.
* Sort and distribute incoming and outgoing correspondences for the CEO and senior management team.
* Coordinate, prepare agendas, and record minutes for senior management and staff meetings.
* Coordinate logistics for board meetings and provide travel assistance for member directors when required.
* Coordinate key documents for board signatures such as grant agreements and contracts.
* Read and analyze incoming proposals, motions, and reports to determine their significance and plan their distribution and set up follow-up schedules.
* Provide support and assistance to the corporate team and work directly with the Corporate Services Officer.
* Perform any other tasks as may be required by the CEO or senior management team.
Required Skills and Qualifications:
* Ability to communicate effectively with a wide range of people across organizations, community groups, and government offices.
* Working knowledge of all electronic office equipment and general knowledge of computer hardware and software, as well as ability to work with general office communication applications such as emails and internet.
* Demonstrated experience in administrative and clerical procedures and systems such as minute taking, word processing, organizing meetings and preparation and distributing agendas, managing files and records, preparing lists in Excel, designing forms, and other office procedures and terminology.
* Excellent time management and organizational skills.
* A good understanding of community controlled health organizations in the Northern Territory.
* Basic knowledge of business and management principles involved in strategic planning, resource allocation, human resources function, and coordination of people and resources.