The Executive Assistant (APS4) is a critical part of the branch, providing administrative support and ensuring the effective and efficient operation of the branch on a day-to-day basis. The Executive Assistant is the first point of contact for enquiries and will use customer service skills to interact positively and professionally with a range of internal and external stakeholders. The branch is responsible for Early Learning and First Nations Priorities in the Early Childhood Group. The key duties of the position include The Executive Assistant (APS4) will: Manage and organise the diary and emails for your senior executive including scheduling meetings and flagging urgent or sensitive emails. Answer the phone and take messages/actions where appropriate as well as updating telephone and email contact lists. Coordinate logistical requirements for meetings, including organising agendas, meeting rooms and briefing materials, for the Senior Executive. Prepare minor correspondence, minutes and other written material as directed. Support Branch coordination activities and work with staff in the Branch to ensure tasks, correspondence and briefings are completed and deadlines are met. Provide additional support for the Branch as required, including accommodation/property needs, support for Committees and coordination of Branch events. Organise and book travel where required and undertake relevant financial approval processes under direction. Manage record keeping processes using departmental systems such as PDMS and in accordance with departmental processes. Support office administration and site coordination activities for the Melbourne Office. Support credit card acquittals, travel bookings and miscellaneous procurement for the branch.
