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    Executive Assistant (2 positions)

    Job Reference QLD/CO255746/17
    Closing date October 26, 2017
    Location Brisbane Inner City
    Type Full-Time
    Status Permanent
    Contact (07) 3034 4626

    About this job

    Infrastructure Services Branch (ISB) provides quality infrastructure services to the department. ISB is a highly motivated, energetic and results orientated team focused on delivering flexible, innovative and responsive infrastructure solutions.

    ISB contributes to teaching and learning outcomes in schools by aligning facilities services to whole of government initiatives and departmental priorities. Core functions include policy formulation, strategic planning, program formation, project delivery and performance reporting.

    Your opportunity

    To help us achieve these goals we require a talented Executive Assistant to provide administrative duties to support the operations of the Executive Director and undertake short term research tasks, projects and written assignments, including review and editing of Ministerial and branch correspondence in accordance with instructions and timelines determined by the Office of the Assistant Director-General Infrastructure Services Branch.

    Are you the right person?

    The successful applicant will possess the ability to:

    • Ensure the efficient operation of day to day activities, including coordinating the daily flow of business and providing confidential administrative support to the Executive Director.
    • Ensure the provision of efficient administrative support to the Executive Director, including appointments and meetings, organising venues, financial management, travel arrangements and accommodation, and receive visitors and delegations.
    • Undertake a variety of project and committee support activities, including providing executive support for meetings, preparing and distributing agendas, papers and minutes and following up action items to support the Executive Director.
    • Maintain effective time management practices for the Executive Director including coordinating diary appointments, prioritising correspondence, preventing unnecessary interruptions and screening telephone calls.
    • Maintain effective and efficient liaison between the Executive Director, Office of the Assistant Director-General, Office of the Deputy Director-General, Corporate Services and Office of the Director-General and the Minister’s Office, senior officers of the department and other government representatives and external stakeholders on matters relating to Infrastructure Services.
    • Develop, implement and review executive support systems and procedures ensuring that they operate in accordance with requirements and encourage an exemplary environment in which high quality services are delivered through continuous improvements in administrative systems, processes and leading by example.
    • Contribute to the management of all corporate and administrative duties necessary for the efficient operation of the office, which includes implementing, monitoring and maintaining administrative and financial procedures and practices to ensure compliance with relevant Acts and Regulations and policies.
    • Prepare draft responses to correspondence as required, and ensure briefing material for meetings and committees are provided to the Executive Director within agreed timeframes, and ensure actions arising from such meetings are distributed and actioned.
    • Undertake short term research tasks, projects and assignments in accordance with instructions issued and timelines stipulated by the Executive Director or the Office of the Assistant Director-General.

    To apply please provide the following information:

    • a brief current resume including contact details for 2 referees (one of whom should be your current supervisor)
    • a brief letter (maximum 2 pages) telling us why you are interested in this role. This should not be a restatement of your resume and does not require you to respond to each of the attribute areas; it is your opportunity to tell us about yourself, what you'll bring to the role and what you'll get out of it.

    Applications remain current for 12 months from the closing date and may be considered for appointment to identical or similar vacancies within the Department.

    Applications from recruitment agencies will not be accepted.

    yourself, what you'll bring to the role and what you'll get out of it.

    Applications remain current for 12 months from the closing date and may be considered for appointment to identical or similar vacancies within the Department.

    Applications from recruitment agencies will not be accepted.