Executive Assistant to the Assistant Directors

Description:

Under limited direction, the Executive Assistant provides executive assistance, calendar management, administrative and office support to the Memorial's three Assistant Directors (SES Band 1) and coordination for the Executive team. The work involves: calendar management, travel management, the preparation of routine correspondence, arranging hospitality for official guests, developing and maintaining internal office systems and procedures, and undertaking simple research and analysis tasks.

The key duties of the position include

• Provide administrative and office support services to the Assistant Directors including calendar management, meet and greet official guests, preparing routine correspondence, undertaking various administrative projects, setting up videoconference and other logistical meeting arrangements and proactively identify and resolve conflicts and issues under limited direction.
• Work collaboratively as part of the wider Executive Support team.
• Monitor and ensure customer service standards are being met by the team and provide support as required to meet targets.
• Provide administration support to the Office, including secretariat duties where required, utilising SharePoint and other systems for data entry of corporate information and statistics including Microsoft Office, organising office supplies as required and ensuring a high presentation standard of the Executive area including the Council room, lounge, kitchen and reception.
• Manage reception staff including training, development and performance management.
• Utilise the Memorial's financial management systems to process purchase requisitions, orders and reconciliation of corporate credit cards on behalf of expenditure delegates.
• Organise domestic travel for Assistant Directors and members of the Australian War Memorial Council. Arrange hospitality for official guests and for Council meetings.
• Provide high level support to the Director's Office as required.