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Executive Assistant to the Chief Executive Officer

Position Title: Executive Assistant

Reports To: Chief Executive Officer

Position Purpose:

The position is located in Sydney and is responsible for the following:

  1. To run and administer the office of the Chief Executive Officer to ensure seamless interaction between the Chief Executive Officer and all stakeholders through the proactive management of the Chief Executive Officer’s diary, travel logistics, correspondence, email and responsibility of all staff to provide documents, submissions, letters, media releases, briefings etc for Chief Executive Officer’s review by agreed dates and to the highest standards.
  2. To build and maintain effective and co-operative relationships with the support of teams (in government & industry) of all key Chief Executive Officer stakeholders.
  3. To provide leadership, mentoring and direction to all support staff when required to ensure all NTSCORP business support requirements are completed in a timely and quality manner.
  4. To provide guidance to the administration team in there role of administration support.
  5. The position requires anticipation, attention to detail and high levels of initiative

General Functions and Tasks:

  1. Key Accountabilities and Responsibilities:
    1. Management of the Chief Executive Officers’ office by ensuring preparation of documents, correspondence and presentations, diary management, travel arrangements, liaising with senior executives and government ministers, actioning mail and telephone inquiries and dealing with various confidential materials as appropriate;
    2. Provides executive assistance and advice to the Chief Executive Officer and the leadership team on a wide range of issues;
    3. Co-ordinates the preparation and distribution of Annual General Meeting, Board, Board Resolutions, Board Committees and Management Committees meeting agendas and briefing papers and their timely distribution and other associated requirements including travel arrangements, catering and liaison as necessary;
    4. As directed, prepares minutes of meetings for the Annual General Meeting, Board, Board Resolutions, Board Committees and Management Committees and Actions Arising from meetings. Coordinates the implementation of Actions Arising and reports back to the Chief Executive Officer;
    5. Manages and coordinates the Ministerial, Government Departmental Heads and stakeholders boardroom lunches;
    6. Authorises and oversees procurement of general office supplies including catering and stationery;
    7. Provides administration support to management leadership team members when actioning matters on behalf of the Chief Executive Officer;
    8. Assist in the coordination of the Company’s key industry events ensuring all components are managed as per Company project objectives;
    9. Manage the intersection between own responsibilities and those of the Chief Executive Officer to ensure the totality of business;
    10. Proactively managing Chief Executive Officers’ email;
    11. Ensure new management leadership staff are equipped as appropriate and defined in their contracts with PCs, phones, credit card, business cards from day 1 of their job, along with scheduled introductory meetings and induction including templates, filing system, database etc.;
    12. A part of the positions’ work will include out-of-hours and on-call cover; and
    13. Such other duties as the Chief Executive Officer may determine.
  2. Challenges and Problem Solving:
    1. Managing changing priorities across multiple portfolios with competing and concurrent deadlines;
    2. Having the ability to be flexible to work allocation and planning in an ever changing environment;
    3. Managing a broad range of stakeholders both external and internal, being an ambassador for the Company brand, maintaining standards of patience, courtesy, respect and being accommodating for all requests and demands;
    4. Managing stakeholder demands and expectations on requests for Chief Executive Officer’s time and availability;
    5. Ability to be tenacious and persistent to obtain required meeting time with industry Chief Executive Officer’s and government ministers;
    6. Building a collaborative rapport with leadership team to effectively manage and negotiate competing administration workload and deadline requirements; and
    7. Applying judgement and using initiative in a time pressured environment.
  3. Decision Making:
    1. The Executive Assistant has decision making authority as agreed and directed by the Chief Executive Officer; and
    2. Day to day decision making on administrative processes, setting deadlines, procurement, and resource allocation.
  4. Communication:
    1. As the Executive Assistant, the role has a critical responsibility in conveying messages, information, knowledge and advice with NTSCORP Executive and staff, with customers and stakeholder groups;
    2. Key amongst these groups will be ongoing communication and consultation with the Chief Executive Officer and management leadership team and other members of NTSCORP staff, providing accurate updates, information and responses. This also involves being the principal negotiator within areas of responsibility; and
    3. Externally, the key relationships managed by the position holder are with government Ministers and agencies, senior managers across the industry, community groups, campaigning organisations, other industry councils, media, unions, industry stakeholders and members.

Relationships and Authority:

  1. The position reports to the Chief Executive Officer; and
  2. Manages the Chief Executive Officer’s office and executive administrative functions.

Qualifications and Experience:

  1. Experience in the operation of company practice/procedure and protocol.
  2. Budgeting and decision-making skills;
  3. Excellent communication skills;
  4. An ability to work and communicate with people at all levels;
  5. Can act independently and under direction;
  6. Proven conference management experience;
  7. Excellent experience in working in a highly sensitive and volatile environment;
  8. Basic knowledge of the processes associated with Native Title claims;
  9. Knowledge and understanding of the issues that affect Aboriginal societies and cultures in NSW;
  10. Demonstrated ability to liaise and work with Aboriginal communities;
  11. Tertiary Qualifications a plus, completed Year 12 and a secretarial studies course or equivalent experience;
  12. At least 2 - 3 years administrative or secretarial experience;
  13. Capacity to work in a multi-disciplinary team environment;
  14. Capacity to work with no direction;
  15. Excellent written and oral communications and computer skills; and
  16. Current NSW Driver’s License.