CK Recruitment are looking for an Experienced Executive Assistant to assist in the day to day tasks for a local council. This is a temporary role that projected to go for 3 - 6 months. This role is Monday - Friday. This role starts at 9:00am and finishes at 5:00pm.

Your role is to provide a high level of Admin & Secretarial Support / Assistance to the directors and their reporting managers. You will assist with activities requested by the secretarial teams. This is a very busy fast paced role. You will be able to work with sensitive and confidential information and self manage a high varied workload, organize, prioritize and meet deadlines. You will also undertake research and work effectively in a team environment with minimal supervision.

This position has an emphasis on excelling in customer service and is responsible for assisting the Director and their reporting managers with the management of administration, operational activities, effective business support, record keeping, corporate reporting and managing customer requests.

This position also drives the development and implementation of business improvement initiatives across the Directorate, ensuring the business systems and processes are as efficient and effective as possible to deliver high quality services to both internal and external customers.

KEY DUTIES, ACCOUNTABILITIES & RESPONSIBILITIES

Manage the secretarial, administrative and systems requirements of the Director’s office including:

Receiving, administration and distribution of files, correspondence and other documents

Diary, e-mail and electronic records management

Planning and scheduling meetings and appointments

Screening and redirecting matters and enquiries to the relevant Council officer

Preparing correspondence, minutes of meetings and other documents

Professional telephone reception

Coordinating stationery orders, work functions, catering, conference attendance, and travel arrangements when necessary

Maintaining database and/or information systems

Provide secretarial and administrative support to the Senior Managers and Managers in the Directorate.

Identify and investigate business improvement opportunities and drive Directorate staff to develop and implement initiatives, to enable the business systems and processes within the Directorate to be as efficient and effective as possible in supporting delivery of high-quality services to both internal and external customers.

Coordinate meetings and liaise with Senior Managers, Managers, and staff on required information, reports and outstanding matters

Coordinate, monitor and follow up information and/or actions required to address Councillor and Directorate requests for information within required timeframes

Undertake research projects for the Director and/or Managers and other members of the Directorate as required by the Director, including information/data gathering, analysis and documentation

Lead administrative activities and logistics management for the Directorate

Provide secretarial support to staff working parties and meetings, Committee meetings by specific arrangement where matters may be of a confidential or high-level issue and including preparing of agendas and recording minutes of those meeting

Review office systems and procedures and recommend or implement improvements where necessary

Commitment to Council values, WHS, continuous improvement and other administrative systems

Essential Criteria

Certificate level qualification or equivalent in office/business administration and/or relevant experience working in a similar role in a diverse organisation.

Excellent skills in using office computer applications and the ability to adopt new technology.

Demonstrated ability to self-manage a high and varied workload, organise priorities and meet deadlines, undertake research and work effectively in a team environment, with minimal supervision

Excellent written and verbal communication skills with strong interpersonal, liaison and negotiation abilities including the ability to build and maintain respectful relationships with staff at all levels and with external entities.

Demonstrated ability to deal with information with high sensitivity and confidentiality.

Strong customer focus with the ability to respectfully handle enquiries and resolve or refer complaints

Desirable Criteria

Current NSW Driver’s License

Experience working in Local Government

If you think that you may be a suitable candidate for this role, please apply now.