Executive Assistant and Office Services Coordinator

Director of Public Prosecutions; Perth; Híbrido; AUD 65.000 - 75.000; Jornada completa

Descripción de la vacante

The Office of the Director of Public Prosecutions (Cth) (CDPP) in Perth seeks a highly organised Executive Assistant and Office Services Coordinator to provide executive support to the Senior Executive Service (SES) and coordinate office services. This hybrid role requires discretion, initiative and strong stakeholder engagement in a busy environment.

You will support calendar management, travel, inbox handling, minute taking and financial processes while ensuring smooth facilities operations

Responsabilidades

• Schedule appointments and organise travel.
• Manage the Senior Executive inbox, preparing responses to routine and less complex enquiries.
• Minute taking and action tracking for various Senior Executive led meetings.
• Liaise with various stakeholders of all levels and aiding with general enquiries.
• Coordinate and reconciling Senior Executive finances, including card acquittals, cab charges and reimbursements.
• Coordinate spend approvals, contracts and processing invoices.
• Provide additional support to the broader Practice Groups, EA Cohort and the Legal Support Officers.
• Respond to phone calls, emails and general correspondence for the Executives.
• Deliver a range of administrative tasks, ensuring smooth day-to-day facilities operations; and
• Coordinate workflows, collating and follow up of information to ensure deadlines are met.

Descripción del empleo

The Office of the Director of Public Prosecutions (Cth) ( CDPP ) is seeking a highly organised and flexible Executive Assistant and Office Services Coordinator, who is capable of working in a high-pressure environment with varying competing demands. The role requires a high degree of professionalism, discretion, initiative, stakeholder engagement and sound judgement in a fast-paced environment. This is a hybrid role, with the focus on providing executive support to the Senior Executive Service (SES) in the Perth office. The other side of the role will be working with our Office Services team to ensure any office related matters are coordinated appropriately. Working collaboratively across the organisation, the Executive Assistant and Office Services Coordinator performs a vital role in supporting the SES and ensuring the smooth operations of the office. Ideally, you have a strong coordination and communications skills, enjoy collaborating as a member of a team, and possess excellent attention to detail and time management abilities. The role is based in the office full-time and may be required to act as the out-of-hours contact person for the site. This role may occasionally require after hours work to provide building access and oversee works conducted by service providers. In addition to meeting the Integrated Leadership System profile of the APS5 classification, the primary outcomes and accountabilities of the role involve the following.

The duties include:

• Schedule appointments and organise travel;
• Manage the Senior Executive inbox, preparing responses to routine and less complex enquiries;
• Minute taking and action tracking for various Senior Executive led meetings;
• Liaise with various stakeholders of all levels and aiding with general enquiries;
• Coordinate and reconciling Senior Executive finances, including card acquittals, cab charges and reimbursements;
• Coordinate spend approvals, contracts and processing invoices;
• Provide additional support to the broader Practice Groups, EA Cohort and the Legal Support Officers;
• Respond to phone calls, emails and general correspondence for the Executives.
• Deliver a range of administrative tasks, ensuring smooth day-to-day facilities operations; and
• Coordinate workflows, collating and follow up of information to ensure deadlines are met.