Executive Assistant

Description:

We are seeking an Executive Assistant professional to provide high-level support to the General Manager - Strategic Policy and Partnerships, working to deliver on priorities of the Strategic Policy and Partnerships Branch, and the Great Barrier Reef Marine Park Authority more broadly.
Working positively and effectively with senior executives, building and maintaining relationships across the branch, the organisation and departmental wide teams, external stakeholders and collaboratively with other executive assistants for successful outcomes.
The position actively contributes to the overall efficiencies of the branch management office, prioritises and coordinates the day-to-day timeframes required of the branch and section deliverables and is an office-based position to ensure operational requirements are met.
The key duties of the position include

• Provide high-level executive support to the General Manager including but not limited to email coordination and management; organisation of diary/appointments; arrange and prepare for meetings, events or functions including booking of and coordination of associated travel, logistics and secretariat support, while maintaining workflow systems to ensure delivery of tasks and deadlines.
• Manage the day-to-day operational office and administrative activities, prioritise work demands associated with the General Manager's portfolio and movements providing high level effective communication and liaison with internal and external stakeholder while maintaining high level of confidentiality and discretion.
• Coordinate ministerial briefings and ministerial correspondence for the Branch including tracking, quality control and following approved guidelines.
• Prepare/draft correspondence, presentations and other documents as required, including quality assurance and control of incoming and outgoing correspondence and undertaking meeting coordination activities and documentation relating to the General Managers' chairperson duties and office matters.
• Coordinate, track, seek and collate responses, follow actions, on behalf of the General Manager, to meet authority deadlines on a range of corporate activities and/or branch performance and reporting requirements.
• Maintain records using relevant security classifications and the Reef Authority's electronic documents and record management system and contribute to the development, use and review of business administration systems as part of a broader corporate team.
• Provide support to visitors at the Reef Authority offices, including administration support to the Chair and visiting delegates and officers, as required; monitoring and management of office stock and equipment; and liaison with the Department office and security services on matters relevant to office operations including in Cairns, Canberra and Townsville.