NCVER POSITION PROFILE
POSITION: Executive Assistant
REPORTS TO: Executive
CURRENT OCCUPANT:
vacant
PERIOD OF EMPLOYMENT: Ongoing with satisfactory performance
SALARY BAND: 2
POSITION SALARY RANGE: $65,000 - $75,000 fte
TIME ALLOCATION: to be negotiated with successful applicant
JOB DESCRIPTION:
This role is part of the Executive team, consisting of the Managing Director (MD), two
National Managers (NM) and three Executive Assistants.
Working alongside the other Executive Assistants, this position is responsible for
providing executive and administrative support to an allocated Executive member (MD
or NM). Frequent support across the entire Executive team is often required, and it is
therefore vital that the Executive Assistants maintain effective communications and a
healthy team environment.
In addition to executive support duties, this role will involve other selected work from
across the organisation. Such work may include, but is not be limited to; involvement
in HR matters, Marketing related duties, development of and maintenance of NCVER
intranet; support to the NCVER Board and/or specific project work and divisional
support duties. From time to time the Executive Assistants may rotate their allocated
Executive team member so as to maintain knowledge and skills relevant to all areas of
the organisation.
The incumbent requires the ability to communicate effectively with people at all levels
both internal and external to NCVER. Being proactive and using initiative in order to
get tasks done accurately and to deadlines (often unsupervised) is necessary. A high
degree of organisational and time management skills is a must.
As the person in this position will often be trusted with confidential and sensitive
information, the ability to maintain confidentiality at all times is essential.
Experience in and a passion for providing wider support across varying areas of an
organisation is also essential.
MAIN TASKS AND RESPONSIBILITIES:
1.
Provide a range of executive assistance and administrative services to the
Executive;
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Complex diary management involving multiple conflicting diaries.
Co-ordinating all travel arrangements.
Co-ordinating arrangements for national and local meetings, as required.
Management of all correspondence including distributing, co-ordinating and
tracking responses, and maintaining online filing systems.
Preparation of documents, reports and presentations, including drafting
correspondence (letters and emails).
Tracking the workflow of the Executive members to assist them with completing
action items and meeting objectives within set timelines.
Main point of contact for incoming telephone calls for the Executive team.
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2.
Project Management, with other Executive Assistants, of the NCVER Annual
Report.
3.
Co-ordinating, with other Executive Assistants, support to the Executive team, and
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back-up other Executive Assistants as required.
4.
Providing administrative support to other designated areas of the organisation, as
required (HR, Marketing, Board etc).
5.
Provide secretariat services to allocated Committees.
6.
Have an understanding of IT and social media.
KNOWLEDGE, SKILLS AND EXPERIENCE:
Essential:
1. Proven experience and demonstrated success in an Executive Assistant position
within a confidential environment.
2. Proven experience in providing high level administrative assistance to a wide
range of internal clients, and the provision of secretariat services to
committees.
3. Excellent interpersonal skills, with the ability to liaise with staff and clients at all
levels.
4. Effective and articulate oral and written communication skills.
5. Initiative, and the ability to work well under minimal supervision as well as the
ability to work well within a team environment, including effectively sharing
information amongst the team.
6. Excellent time management and organisational skills with the ability to
prioritise work, handle interruptions and meet deadlines.
7. Passion for and proven record in delivering high quality customer service.
8. Demonstrated experience and high proficiency with Microsoft Office suite of
products, including Word, Excel and Powerpoint.
Desirable:
9. Knowledge of operations in the vocational education and training (VET) sector
in Australia.
UPDATED:
December 2015
UPDATE APPROVED:
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REVIEW DATE: Annually
DATE: