Executive Assistant to Director Works and Infrastructure

Kangaroo Island Council; Kingscote; On-site; AUD 85,000 - 110,000; Full time

Job summary

Kangaroo Island Council seeks an experienced Executive Assistant to support the Director Works and Infrastructure. The role manages the Director's office, correspondence, diary and administrative workflows, providing high-level executive support to leadership and governance teams.

It also coordinates budgeting, reporting, procurement and WHS systems, and ensures council administration runs smoothly with timely, accurate documentation and clear decision pathways.

Qualifications

• Advanced judgement and triage: sort incoming matters quickly and route to the responsible officer.
• Advanced executive support and prioritisation: manage the Director's diary, inbox, deadlines and action register.
• Advanced written communication: draft letters, briefing notes, minutes and reports.
• Advanced integrity and discretion: handle confidential, personnel and community matters sensitively.
• Advanced meeting and document coordination: run council and leadership team paperwork.
• Proficient stakeholder and relationship management: build trust with elected Members and internal teams.
• Proficient governance and policy administration: apply local government policies and delegations.
• Proficient financial and procurement administration: raise requisitions and track budgets.
• Proficient digital and information management: use Microsoft 365 and related systems with accuracy.
• Current National Police Check and SA driver's licence (Class C).

Responsibilities

• Ensure matters are resolved at the right level of the organisation.
• Produce accurate, timely, plain-English correspondence consistent with Council policy.
• Deliver departmental reports, agendas, minutes and actions on time.
• Manage requisitions, invoices and grant records and route to the correct delegate.
• Capture records and track customer requests to closure.
• Coordinate input to IAMPs, Annual Business Plan, Budget and Annual Report.
• Build effective working relationships with Elected Members and progress associations.
• Ensure department administration runs smoothly and processes improve.
• Report hazards, incidents and WHS system administration and staff training tracking.

Skills

Judgement & triage

Executive support

Written communication

Integrity & discretion

Meeting coordination

Stakeholder management

Governance & policy

Financial & procurement

Digital information management

Police check & licence

Tools

Microsoft 365

Job description

Executive Assistant to Director Works and Infrastructure

The Executive Assistant role manages the Director's office, correspondence, diary and administrative workflows. The position provides high-level executive and administrative support to the Director and leadership team. The Executive Assistant routes operational matters to the responsible Manager or Team Leader, and supports them to bring finished work and a clear decision. The position also supports the department's governance, financial administration, records management and WHS systems, and coordinates the administrative side of Council, committee and leadership team business for the department.

Key responsibilities

Ensure matters are resolved at the right level of the organisation

Produce accurate, timely, plain-English correspondence consistent with Council policy

Deliver departmental reports, agendas, minutes and actions on time and follow through

Manage requisitions, invoices and grant records to ensure they are correct and routed to the right delegate

Capture records and track customer requests to closure

Coordinate departmental input to the IAMPs, Annual Business Plan, Budget, Annual Report and Council communications

Build effective working relationships with Elected Members and progress associations

Ensure department administration runs smoothly and processes keep improving

Report hazards, incidents and near misses promptly, coordinate the administrative side of the department's WHS system, and assist with tracking staff training, licences and competency renewals

About you

Advanced judgement and triage: sort incoming matters quickly and route them to the responsible officer

Advanced executive support and prioritisation: manage the Director's diary, inbox, deadlines and action register across competing priorities

Advanced written communication: draft letters, briefing notes, minutes and report content that is accurate, concise and ready for sign-off

Advanced integrity and discretion: handle confidential, personnel and community matters sensitively and declare conflicts of interest

Advanced meeting and document coordination: run Council, committee and leadership team paperwork and coordinate input to the IAMPs, Annual Business Plan, Budget and Annual Report

Proficient stakeholder and relationship management: build trust with Elected Members, progress associations and internal teams while respecting communication protocols

Proficient governance and policy administration: apply the Local Government Act 1999, delegations, records requirements and Council policies

Proficient financial and procurement administration: raise requisitions with correct costing, route approvals within delegations and support budget and grant tracking

Proficient digital and information management: use Microsoft 365, finance, records and customer request systems efficiently with accurate data entry

Current National Police Check and current South Australian driver's licence (Class C)

About us

Kangaroo Island lies about 110 km south-west of Adelaide and is easily reached by ferry or plane. The Council area covers around 4,400 square kilometres, with about 5,125 permanent and temporary residents and around 200,000 visitors each year. Council manages roughly 1,100 km of unsealed and 250 km of sealed roads. The Works and Infrastructure department plans, delivers and maintains Council's infrastructure under the adopted Infrastructure and Asset Management Plan 2025–2035. The portfolio covers road network, stormwater and transport infrastructure, Community Wastewater Management Schemes, Kingscote Airport, buildings and complexes, plant, fleet and equipment, recreation and open space, capital works program delivery, contracts and procurement, and development and regulatory services as assigned by the CEO. The department operates in a financially constrained environment where every dollar and every hour of officer time must be accounted for, and work must be delivered safely, on scope and within budget.

Values and behaviours

• Creativity and innovation
• Accountability and transparency
• Service orientated

Source: This is an extract from the company's own website