Executive Assistant to the Chief Executive Officer

About Palmerston

Palmerston is a young, vibrant city with a fast-growing future. Located 20 km from the Territory’s capital Darwin, Palmerston is a diverse community with many young people and families, Defence personnel and seniors all calling the city home. The CBD is a growing hub for local businesses and provides a range of services and meeting places for the community. Palmerston boasts approximately 40,000 residents and is currently undergoing a significant period of infrastructure growth and development. With a strategic plan in place for the region’s future growth, City of Palmerston continues to be the Territory’s fastest growing city and holds the vision of creating ‘A Place for People’.     

About the Opportunity    

This position is located within the fast-paced environment of the Office of the CEO and reports directly to the CEO.  The position provides matrixed leadership responsibility to a team of Executive Assistants and administration support staff.  It requires a person who is experienced, calm, flexible, well organised, and able to work under pressure and is available after hours as required.

The Executive Assistant to the Chief Executive Officer provides the CEO with a broad range of executive, secretarial and administrative support, in a dynamic and often politically sensitive environment.  You will promote Council's corporate image and take decisive action to facilitate the optimal use of the CEO’s time, to support the achievement of Council’s Community Plan outcomes.  You will be required to take a dynamic approach to administration, ensuring high quality, accurate and timely delivery of all facets of your work.

Key responsibilities include, but, not limited to:

  • Always ensure a professional and efficient approach to the management of services to the CEO.
  • Provide high level secretarial and administrative support including scheduling meetings and appointments, processing all correspondence, maintaining records, making travel arrangements, initiating follow-up action to ensure deadlines are met, handling telephone enquiries and visitors, and compiling and distributing meeting papers.
  • Act as the primary contact point ensuring an effective liaison between the Elected Members, Executive Leadership Team, the community, and the wider organisation.
  • Provide accurate and timely administrative support including producing documentation, data integrity and records management.
  • Prepare correspondence, reports, and documents, and undertake research with a high attention to detail.
  • Management of diaries including scheduling appointments and meetings, Council events and committee commitments
  • Carry out projects, research issues and provide other assistance to the CEO and the Executive Unit. Ensure that the CEO is prepared with all relevant and required documentation prior to attending appointments.
  • Prepare and review high level communication and reports ensuring timeliness and accuracy, whilst monitoring follow up actions.
  • Work with appropriate staff to coordinate, draft and brief on responses to enquiries.
  • Ensure high level presentation standards are maintained. 
  • Assist with the research, collation and presentation of information including financial reports.
  • Ensure that reports, correspondence, agendas and minutes, and presentations are prepared in the style requested by the Council and the CEO and that they are error free.
  • Display a high degree of discretion, confidentiality, initiative, and adaptability while prioritising multiple tasks.
  • Liaise effectively and discreetly with all levels of staff within the department, external agencies, outside organisations and Ministers’ offices.

What Council is looking for:

  • Proven effective administrative and secretarial skills at the executive level, including self-motivated and detail, ability to be discreet, maintain a high level of confidentiality, think strategically, and discern sensitive issues.
  • Comprehensive knowledge at the executive level of administrative procedures, guidelines, practices, policies, and activities applicable to an office and/or local government environment.
  • Demonstrated excellent and high level of effective interpersonal, oral, and written communication skills with an ability to interact effectively with people from diverse cultures.
  • Demonstrated initiative including an ability to anticipate, work under pressure, independently to complete competing tasks within required timeframes.
  • Enhanced organisational skills and ability to multi-task and prioritise conflicting deadlines.
  • Proven ability to efficiently and accurately utilise various computer programs to produce reports, correspondence, and presentations.
  • Demonstrated ability to manage and present information with high attention to detail, accuracy and confidentiality and discern sensitive issues.
  • Understanding of and ability to support the functions, responsibilities, and vision of the organisation.
  • Demonstrated experience in preparing formal (including Council/Board) meeting agendas and taking minutes in accordance with business meeting procedures.
  • Professional and empathetic nature.
  • Ability to research and analysis information as requested, demonstrating resourcefulness and the ability to work autonomously.
  • Ability to supervise, mentor and develop positive and high performing teams, as well as be part of a team and work cooperatively with senior management, staff members and peers to achieve the Council’s objectives.
  • The ability and proven experience to build strong relationships with internal and external stakeholders.

To view a copy of the position description and to 'Apply' please see below

Applications Close: 9am Wednesday 5 October 2022

About the Benefits

This position is full-time, three year opportunity that is paid at Level 5 ($83,857.72 - $86,478.90 + Super). Council offers six weeks annual leave and a wide range of attractive employee benefits. Furthermore, City of Palmerston provides a team-oriented work environment and fosters a culture of continuous improvement and professional development. 

Vacancy Description - 20220828 - EA to the CEO - P1002.pdf (130 kB)
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