Are you an experienced Executive Assistant with an exceptional eye for detail and a knack for thriving in a fast-paced environment?
We are seeking a dedicated and highly organised Executive Assistant to join the Executive and Civic Services unit for a temporary 6 week assignment supporting the Mayor.
The Role and Key Responsibilities
As the Executive Support Officer - Civic Support, you will provide strong executive assistant support to the Mayor ensuring the smooth and efficient diary management, adaptability, attention to detail.
If you are passionate about providing high-quality EA support, good initiative and maintaining the utmost professionalism, we want to hear from you! If you have worked in a similar capacity for a high level Executive or Director or Mayor, you're skills will be highly desirable.
Key responsibilities include:
Executive Support: Managing diaries, including scheduling meetings, arranging catering, and providing support for speech and agenda preparation for the Mayor and Councillors.
You'll ensure they are fully briefed and prepared for all meetings and events with speeches, meeting notes, and media briefings.
Administration: Preparing and distributing correspondence to a high standard, managing office workflow in a dynamic workplace.
Ability to prioritise essential.
Electronic and paper records.
You will also assist with the distribution of priority correspondence, agendas, and minutes for meetings.
Civic Support: Assisting in the delivery of civic functions and receptions, ensuring a high standard of protocol is maintained.
Customer Service: Acting as the first point of contact for all customer enquiries directed to the Mayor and Councillors, initiating appropriate action and ensuring timely responses.
You will report to the
Coordinator Civic Support and have no direct reports.
This role is based at the Town Hall.
What We Are Looking For
You will need extensive experience and proven skills to succeed in this dynamic role:
Experience: Extensive experience in a fast-paced, high-level Executive Assistant role.
Experience in a politically sensitive environment would be advantageous.
Administrative Expertise: Demonstrated high-level administrative skills to undertake correspondence, email and diary management, word processing, and the maintenance of records.
This includes proficiency with a variety of Windows-based applications, databases, and spreadsheets.
Communication Skills: High-standard written and verbal communication skills, with particular emphasis on accuracy and grammatical correctness.
Organisational Skills: Excellent time management skills, the ability to meet strict deadlines, and a proven attention to detail.
Technical Knowledge: Previous experience in implementing and maintaining office information systems and procedures.
Apply today including a cover letter with your application.
Required Skill Profession
Secretaries And Administrative Assistants
📌 Executive Support in a Dynamic Public Office
🏢 Randstad
📍 City of Ballarat