Position description

Position title Executive Assistant

Position number 37489

Position classification Administrative Officer A05

Division Office of the Deputy Chief Executive Officer - VET

Location of position Batchelor Campus

Tenure of position Fixed Term – 3 months

Immediate supervisor Deputy Chief Executive Officer - VET

Positions supervised Nil

Special features of position Leave may be restricted during peak periods

Position overviewAssist the Deputy Chief Executive Officer - VET in achieving the goals of the Division by providing a high level administrative and secretarial service.

Detailed statement of duties1.1 Provide executive assistant services to the Deputy Chief Executive Officer - VET.

1.2 Process and maintain the storage of incoming and outgoing correspondence using SharePoint file management for the Deputy Chief Executive Offer – VET, ensuring that deadlines are met.

1.3 Organise meetings, appointments, travel and accommodation to ensure that daily activities run smoothly and efficiently. Prepare meeting agenda and papers as required.

1.4 Prepare agendas, minutes and follow up on matters arising.

1.5 Arrange Corporate Credit Card payments and reconcile statements

1.6 Respond to verbal and written requests from internal and external clients.

1.7 Prepare briefings and reports.

1.8 Support the Deputy Chief Executive Officer – VET with maintaining ASQA Compliance Requirements.

1.9 Participate in identified training development. Contribute to the introduction of new administrative functions as required.

1.10 Any other duties as identified and negotiated with the Deputy Chief Executive Officer – VET

Essential selection criteria2.1 Demonstrated experience in providing high level of administrative and executive assistance to a senior

staff member, including a demonstrated ability to prepare correspondence and the ability to prepare agendas, take minutes and follow up on matters arising.

2.2 Demonstrated experience to work effectively within the social, political and cultural environments of Aboriginal and Torres Strait Islander Australians.

2.3 Demonstrated excellent interpersonal and communication skills with proven ability to maintain collaborative relationships with a wide range of internal and external clients and stakeholders in an environment requiring cultural sensitivity.

2.4 Demonstrated experience in the application and usage of relevant Microsoft Office applications, including Word, Excel and PowerPoint

2.5 Demonstrated initiative and self-motivation along with experience in managing workload priorities and dealing with sensitive and confidential issues.

2.6 Possess a Current criminal history check or the ability to obtain one.

2.7 Possess a current NT OCHRE Card or the ability to obtain one.

2.8 Understanding of Work Health and Safety principles and practices, and ability to comply with Institute WHS Policies and Procedures.

Desirable Selection Criteria3.1 Certificate III / IV level qualification in Business Administration or equivalent.

3.2 An understanding of the Vocational and Education and Training sector.

Version:

2019/01

Authorised Officer

DCEO-VET

Approved:

DCEO-VET

Review by:

January 2021