Executive Assistant to the General Manager Infrastructure

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    

 

City of Palmerston presents an exciting opportunity for an experienced executive assistant in a diverse and community focused organisation!

The Executive Assistant to the General Manager Infrastructures provides the General Manager and Infrastructure directorate with high level administrative and business support in a timely and accurate manner, enabling the efficient and effective execution of responsibilities, delivery of the Community Plan and promotion of Council’s corporate image.

The role will support the Infrastructure Directorate to ensure the professional delivery of administration duties. This includes managing the day to day administration responsibilities within the Department to ensure that a high level of service is provided to all customers.

Key responsibilities include, but, not limited to:

  • Act as the primary contact point for the General Manager, ensuring an effective liaison between their office, the community and the wider organisation.
  • Provide accurate and timely administrative support including producing documentation, data integrity and records management.
  • Monitor and prioritise written and electronic correspondence, track follow up actions and ensure responses are provided in a timely manner.
  • Prepare draft documentation in accordance with standard templates, including but not limited to correspondence, reports, and procurement documentation.
  • Monitor actions and coordinate responses and updates arising from Council, Committees and Executive Leadership Team meetings including maintaining relevant registers.
  • Foster open and effective communication and workflow between departments, meeting set deadlines to supporting efficient operations.
  • Demonstrate quality customer service outcomes that align with Council’s Customer Charter, including undertaking customer service activities and the development and monitoring of KPIs in collaboration with the directorate.
  • Undertake research and provide assistance to the General Manager and other staff in the development of documentation and reports on complex issues, emerging trends, policies and other issues.
  • Ensure reports, correspondence, agendas and minutes, and presentations are prepared accurately and presented in the appropriate style and format.
  • Undertake the management of diaries including scheduling appointments and meetings, ensuring meeting rooms and documentation is prepared and distributed as required.
  • Undertake record management activities, including note taking, monitoring and recording of the General Manager Infrastructure’s tasks, correspondence and documentation.
  • Ensure data is recorded in the correct systems and is accurate.
  • Coordinate duties for supporting administration staff, including delegation and follow-up of tasks.
  • Support procurement activities, including purchasing and engagement of contractors in relation to non-complex tasks.
  • Regularly review workplace practices and develop procedures to ensure continuous improvement.
  • Book travel arrangements as required. 
  • Display a high degree of discretion, confidentiality, initiative and adaptability.
  • Maintain sound working relationships between Council, government departments, stakeholders and community groups.
  • Effectively engage with the community, whilst upholding Council’s core values and corporate image.
  • Provide coverage for any absences of Executive Assistant’s and administrative roles within the wider organisation including attendance to Council meetings, preparing agenda papers and minutes.

What Council is looking for:

  • Demonstrated high level of effective interpersonal, verbal and written communication skills.
  • Demonstrated administrative experience at the executive level in a similar role.
  • Superior organisational skills and ability to multi-task and prioritise conflicting deadlines.
  • Comprehensive knowledge of administrative procedures, guidelines, practices, policies and activities applicable to an office and/or local government environment.
  • Demonstrated ability to manage and present information with high attention to detail, accuracy and confidentiality.
  • Demonstrated high level customer service skills
  • Demonstrated proficient computer skills.
  • 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: 5pm Wednesday 5 October 2022

About the Benefits

This position is full-time position that is paid at Level 4 ($77,715.44 - $81,649.35 + 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 - 20092022 - EA to GMI.pdf (167 kB)
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