Executive Assistant | ACT

Infopeople; Canberra; On-site; AUD 70,000 - 100,000; Full time

Job summary

Infopeople in Canberra is seeking an Executive Assistant to provide high-level administrative support to the Executive Group Manager and broader division. This role requires initiative, organisation, and the ability to work under pressure to meet deadlines.

You will manage the diary and travel, coordinate meetings and briefs, handle email correspondence, and support finance processes while maintaining strong relationships with internal stakeholders across the division.

Qualifications

• Demonstrated ability to provide high-level administrative support to an Executive Group Manager.
• Strong time management and organisational skills with the ability to prioritise.
• Excellent verbal and written communication to liaise with stakeholders.
• Experience supporting office operations and finance tasks.

Responsibilities

• Provide high-level executive support to the Executive Group Manager.
• Manage diary, meetings, and briefs.
• Oversee email correspondence for the Executive office.
• Arrange travel for the Executive Group Manager and staff.
• Coordinate daily administrative activities of the Executive office.
• Monitor and route incoming/outgoing correspondence using TRIM.
• Collaborate with the Executive Officer for information requests.
• Assist with finance tasks including invoicing and reconciliations.
• Work with Ministerial and Government Services team to support office duties.
• Build collaborative relationships with internal stakeholders.

Skills

Executive support

Diary management

Travel coordination

Email management

Stakeholder liaison

Microsoft Office

Records management

Tools

Microsoft Office

Objective/TRIM records management

Job description

The Executive Assistant is responsible for providing high level administrative support and works closely with the Executive Officer to ensure the smooth and efficient operations of the branch and Executive office.
This position will involve using your knowledge, skills and initiative to provide high level executive support in a pressured working environment. Under broad direction, the Executive Assistant will play a key role in providing administrative and operational support to the broader division. The role requires a self-motivated, detail orientated person with strong time management and effective organisational skills, with the ability to think laterally, work under pressure and achieve deadlines in an environment of competing priorities.

KEY ACCOUNTABILITIES

• Provide high-level executive support to the Executive Group Manager.
• Manage the Executive Group Manager's diary including the arrangement of meetings, conferences and coordination of associated briefs.
• Manage the Executive Group Manager's email correspondence and in consultation with the Executive Officer closely monitor the email correspondence for the Executive office mailbox.
• Arrange travel for the Executive Group Manager and other staff within the division as needed.
• Under general direction manage the daily administrative activities of the Executive office including telephone calls, mail, correspondence, collation of meeting papers, stationery orders and requests for IT equipment.
• Monitor and manage the flow of all incoming and outgoing correspondence using Objective/TRIM, including the coordination and collation of briefs and responses, tracking high volume, rapid turnaround of correspondence and ensuring appropriate action is taken.
• Work closely with the Executive Officer to ensure effective coordination and timely responses to requests for information.
• Manage finance functions including but not limited to the processing of invoices and reconciliations.
• Work with the Executive Officer and Ministerial and Government Services team to deliver on responsibilities of the Executive office.
• Build and manage collaborative relationships and work closely with internal stakeholders.
• Undertaking other duties appropriate to this level of classification which contribute to the operation of the section.

KEY REQUIREMENTS

• Demonstrated ability to undertake a range of high-level administrative support tasks to support an Executive Group Manager.
• Proven organisational and office management skills including diary and travel management and an ability to exercise initiative prioritise workloads and meet set deadlines.
• Well-developed verbal and written communication skills, including the strong ability to effectively liaise with a range of key stakeholders and develop effective working relationships.
• Proven ability to work in a collaborative team environment and effectively contribute to initiatives and outcomes.
• Proven ability in a wide range of computer applications including Microsoft Office and Objective/TRIM records management and tracking.
• Sound judgement and the ability to manage sensitive matters appropriately.
• Strong attention to detail.

Additional information

• Executive Assistance
• Diary and Calendar Management / Meeting and Conference Coordination
• Email and Correspondence Management