Council Jobs Melbourne – EA to Director

Job Description:

Executive Assistants at this level support the Director.  As such, the Executive Assistant may support any of the Directors based on the needs of the organisation.
The position delivers administrative support and coordination at Director level ensuring the smooth running of the business area by performing a range of administrative and support functions within a political, complex and multi-faceted organisational environment.  The incumbent completes all activities in a professional, efficient, confidential and courteous manner within a continuous improvement and service excellence environment.   The position provides support across the organisation as directed.

Job Requirements:

• Maintain administrative resources and equipment to support the work delivery of the team.
• Coordinate requests for information from internal and external stakeholders and provide a professional and customer responsive first point of contact for all enquiries.
• Coordinate effective meetings by organising and collating meeting agendas and papers and co-ordinating follow-up actions. This includes room bookings and equipment set up such as teleconferencing, data projector and refreshments.
• Ability to demonstrate and display City of Melbourne Values – accountability, integrity, courage, respect for self and others, and striving for excellence.
• Prepare correspondence and documents including letters, emails, agendas, minutes, briefing packs, reports, presentations and papers and ensure that relevant documents are circulated to appropriate people in a timely and meaningful manner.
• Manage changing diaries including scheduling, making appointments and meetings and organising associated support documentation.
• Actively develop, implement and maintain administrative policies, systems and processes and document procedures within a continuous improvement and service excellence environment.
• Liaise and assist to organise all travel and accommodation arrangements and manage associated planning and logistics for meeting commitments.
• Ensure all quotes, purchase orders and invoices are processed accurately and within specified timeframes in accordance with CoM policy and procedures.
• Pro-actively engage and educate the wider team on knowledge sharing and system updates (technology and process). Manage the service request
• process ensuring that any service requests assigned to the team are effectively processed by monitoring timelines and auditing performance across the team.
• Respond pro-actively to routine enquiries providing relevant information and/or drafting an appropriate response for review and independently disseminate work requests and/or requests for information to relevant team for action.
• Maintain up-to-date knowledge of CoM policies and procedures providing relevant advice and information to stakeholders.
• Understand the Branch and Team Business Plan priorities and contribute to the development and co-ordination of initiatives.
• Maintain an oversight on the team budget and reporting process providing timely updates and escalating any issues for resolution.

Job Details:

Company: City of Melbourne

Vacancy Type:  Full Time

Job Location:  Melbourne, VIC, Australia

Application Deadline: N/A

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