Assistant, Administration

Job Purpose

To provide end-to-end secretarial support to an Executive(s) by acting as the first point of contact to ensure all administrative requirements are handled within the required timeframes and standards.

Key Deliverables 

• Compile and review expense claims of the executive's direct reports, highlight key concerns and present to the executive for approval.
• Compile meeting packs and presentations, including the printing and binding, to be distributed prior to meetings.
• Co-ordinate and arrange all travel requirements, documents, plans and itineraries for an PPB Executive/s by liaising with an approved travel agent in order to provide suitable travel options to the manager for their approval.
• Co-ordinate events or conferences by arranging for facilities and caterer, issuing information or invitations and coordinating speakers.
• Co-ordinate the end-to-end organisation of meetings by ensuring required attendees are available, all logistics and accesses are arranged, all meeting documentation is prepared and distributed as required and that all related issues are resolved independently.
• Develop the leave plan for the year, approve leave and payroll items for the PPB Executive subordinates.
• Maintain Gift and Asset Registers for the PPB Executive's Office for the purposes of cost control and meeting compliance requirements.
• Maintain staff or client files on behalf of the executive to ensure the information is accessible as required and only to authorised individuals.
• Order stationery for the department, control stationery stock and proactively order high usage items to ensure all requirements are available to staff when needed.
• Oversee, with support from People & Culture, the on-boarding and off-boarding of direct reports within the Executive's team to ensure the successful transition of resources as per agreed processes and standards.
• Participate in corporate social investment identifying possible causes and participating in associated events.
• Participate in the planning of desk allocations. Plan and support relocations in collaboration with the facilities management teams.
• Prepare records and documentation such as agendas, notices, minutes and resolutions for corporate meetings.
• Provide proactive management of an Executive's diary, independently scheduling appointments where necessary and referring to the Executive on the prioritisation of appointments, therefore assisting in the management of their workload.
• Respond or redirect staff, customer or other stakeholder issues relevant to the PPB Head Executive and follow-up on closure or resolution of issues.
• Take meeting minutes, where required, obtain sign-off of minutes by the meeting Chair, distribute minutes to all relevant stakeholders and follow-up on key action items.
• Type out communications, speeches, articles, briefings and project proposals, board papers, agendas, reports and other documents, as requested, to be distributed in the business within the required deadlines.
• Flag items that need personal attention and direct selected emails to the Executive's direct reports or other departments for resolution.

Qualifications

Minimum Qualifications

• Type of Qualification: Bachelor's Degree 
• Field of Study: Office Administration, Business Administration 

Experience Required

Secretarial Services

• Business Support
• 5-7 years Experience in all aspects of supporting a senior persons in the management of their office or administrative requirements.

Additional Information

Behavioral Competencies:

• Adopting Practical Approaches
• Articulating Information
• Challenging Ideas
• Establishing Rapport
• Following Procedures
• Impressing People
• Interacting with People
• Interpreting Data
• Managing Tasks
• Showing Composure
• Taking Action
• Upholding Standards

Technical Competencies:

• Diary Management
• Email Monitoring
• Meeting Logistics
• Procurement Process
• Travel Arrangements
• Written Communication