Executive Assistants To The Coo

Purpose of Role We are looking for an Executive Assistant to support the Chief Operating Officer on a 12-month max term contract, and a permanent Executive Assistant to support the Executive Directors in our Advisory Division.

Perform key accountabilities of an Executive Assistant primarily to QTC's COO, and Executive Directors. Deliver business support across the Business Services and Advisory divisions. Work collaboratively with other Executive Assistants and business support team members across QTC to provide coordinated support to ensure the seamless and smooth operation of QTC at all times. Responsibilities & Accountabilities Providing exceptional executive assistant services to the COO and EDs, including: Providing exceptional customer experience as a professional, confidential, and discreet interface between the senior leaders and Divisions, and all stakeholders, both internal and external. Ensuring the smooth operation of the COO/EDs, by establishing an understanding of their needs and movements, and anticipating, triaging and addressing any issues that may arise. Managing correspondence, including triage of inbox if required, escalating per importance and priority, and ensuring requests are actioned/followed up appropriately, in a timely manner. Proactive diary management to optimise their time and effectiveness and mitigate the risk of conflicts. Efficient coordination of meetings and forums, including (but not limited to) scheduling i.e., liaising with stakeholders (including other EAs/team members), sending meeting invitations, managing room bookings, booking and coordination of catering, preparing and issuing agendas, preparing, collating and distributing meeting papers/briefing notes, coordinating IT support as required, minute taking, tracking of meeting deliverables/action points and any follow up activities. Providing strategic and operational support by coordinating divisional strategic deliverables and calendar of key dates and events, including Board and other committee/forum/steering committee dates, paper submission deadlines, reporting requirements, project milestones etc. Managing travel arrangements i.e., transport and accommodation bookings, transfers, anticipating and managing changes as required, creating/updating/distributing itineraries. Managing corporate expenses, including raising purchase orders, processing invoices and corporate credit card reconciliation. High quality preparation and formatting of information for internal and external distribution, including: writing letters, memos and reports; compiling data for reports; drafting, proofreading and editing content; professional formatting and layout of documents and presentations; and any other information preparation duties. Efficient and timely records management, including electronic and physical filing, and competent use of QTC's document management system.
Delivering any other administrative requirements as requested. Providing business support. Coordinating the flow of information, including scheduling meetings, screening phone calls, opening and sorting mail, summarising reports and memos. Coordinating divisional meetings and forums including scheduling and logistics i.e.
sending meeting invites, booking meeting rooms, catering as required, preparation and distribution of agendas and other documents, managing schedule changes etc. Support travel arrangements for Division stakeholders Board and committee paper management on behalf of the Division Coordinating and managing (as required) divisional communications, in alignment with organisational key messages as per central comms channels (i.e., Leader Briefing Emails and CEO Updates). Coordination of divisional expenses, including raising purchase orders and processing invoices. Overseeing divisional equipment requirements including stationery, hardware, office supplies and equipment. Maintaining divisional records, including electronic and paper filing, and taking steps to maintain that the division complies with all applicable record-keeping requirements. Divisional budget coordination Providing visibility on pending timeframes for administrative matters which support the functioning of the division e.g.
upkeep and renewal of contract Supporting strategic initiatives and events Enabling the timely and seamless delivery of strategic initiatives including projects and leadership events, including:
Supporting project planning activity i.e., scheduling, logistics, administration and coordination of initiatives and events including conferences and roadshows as they may relate to the Division. Participating in cross-divisional/inter-agency planning meetings as required. Attending events as required, to coordinate and communicate with key stakeholders, manage/oversee logistics and providing on-the-ground support (including for technology, catering and other equipment requirements). Providing broader business support Contributing to the delivery of broader business support across QTC, including:
Participating as a member of an informal, cross-functional team coordinated by the EA to the Board Chair, including regular attendance at business support meetings/stand ups, to ensure collective visibility of all workflow, key deliverables, timeframes and capacity. Provide business support across all QTC divisions as required. Competencies Technical Competencies Exceptional organisational and administrative skills. High level oral and written communication skills. Strong knowledge of and experience with records management systems. Attention to detail with a high level of accuracy. Ability to produce business correspondence, proofread for grammar, spelling and punctuation with a high degree of accuracy. Experienced minute taking capability. Strong conference and meeting organisation and support skills Capability to arrange appropriate travel and associated arrangements. Behavioural Competencies Results Focus – ability to successfully implement and sustain a practical and defined solution.
Ability to work collaboratively to deliver a focused outcome for an internal or external client. Problem definition and solving – ability to undertake objective analysis and evaluation of a problem in order to form a judgement/decision/solution. Prioritisation and work management – ability to work autonomously and identify, order and allocate the most critical work Written Communication – ability to communicate written and visual information clearly using plan-English and in a manner targeted to the audience. Presentation and spoken communication – ability to communicate spoken information with the right form and structure clearly, confidently, concisely and in a manner targeted to the audience, and actively listens, absorbing spoken information and non-verbal cues. Stakeholder and relationship management – ability to act as a representative of the business division and build trust with internal stakeholders and external clients, manage relationships and effectively influence in order to achieve QTC's objectives. Living the values – is actively demonstrating the QTC values (Client focus, Team Spirit, Excellence, Respect and Integrity).
Behaving in a way that is inclusive and collaborative. Ability to be discreet, maintain confidentiality, recognise and respect sensitivities. Qualifications Desirable Tertiary or post-secondary level qualifications. Experience Essential 2 + years' previous experience in a similar business support role Previous experience in a complex, fast paced, corporate environment Proven experience to liaise with a wide range of people, including CEOs, Boards, VIPs, dignitaries, government and private sector organisations Advanced experience with Microsoft office, particularly Outlook and Word.
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