Position description

Position title Executive Assistant

Position number 26389

Position classification Administrative Officer A05

Division Operations

Location of position Batchelor Campus

Tenure of position Fixed term, one year – January to December 2020

Immediate supervisor Chief Operating Officer

Positions supervised Nil

Special features of position Attendance at some marketing / networking events may be required

Position overviewAssist the Chief Operating Officer in achieving the goals of the Division by providing high level administrative and secretarial assistance with exceptional attention to detail and a strong customer service focus.

Detailed statement of duties1. Provide an executive assistant service to the Chief Operating Officer.

2. Process incoming and outgoing correspondence and maintain file management and TRIM/file registry for the Chief Operating Officer and initiate follow up action with relevant staff to ensure deadlines are met.

3. Organise meetings, appointments, travel and accommodation to ensure that daily activities run smoothly and efficiently. Prepare meeting agenda and papers as required.

4. Provide purchasing services to the Division via purchase order or Corporate Credit Card and prepare the acquittal of monthly transactions.

5. Assist in the preparation of correspondence, briefings and reports.

6. Monitor and support social media activities for the Division.

Essential selection criteria1. Proven experience in providing a high level of administrative and executive assistance.

2. Excellent attention to detail with the ability to deliver high quality customer service as part of a team and in an environment performing a diverse range of functions.

3. Personal attributes including integrity to deal with confidential and sensitive information with discretion; be self-motivated; and have the ability to work independently.

4. Demonstrated interpersonal and communication skills, both oral and written including the ability to converse confidently with a range of key stakeholders.

5. Demonstrated experience in utilising Microsoft products such as Word, Excel, PowerPoint; Adobe; and database software packages.

6. Well-developed organisational skills and proven ability to effectively prioritise and manage workloads in order to meet tight deadlines.

7. Possess a Current criminal history check or the ability to obtain one.

8. Possess a current NT OCHRE Card or the ability to obtain one.

9. Understanding of Work Health and Safety principles and practices, and ability to comply with Institute WHS Policies and Procedures.

Version:

V2

Authorised Officer

Chief Operations Officer

Approved:

Chief Operations Officer

Review by:

Dec 2020