Executive Support Officer

Executive Support Officer Opportunity

Women’s Legal Service Queensland (WLSQ) provides high quality legal and social support services to women, specialising in the areas of family law, domestic violence, child safety matters, financial abuse legal protection and sexual assault though our counselling notes protect program. WLSQ is committed to the creation of a society in which every woman:

• Is safe from violence;
• Is able to tell her story, have it heard and respected; and
• Receives a fair and just outcome from legal and social welfare systems.

The Executive Support Officer performs a key role in supporting WLSQ’s strategic goals by delivering timely executive and administrative support to the CEO and Executive Leadership Team, and secretariat services to the Board and sub committees.

ABOUT THIS ROLE

Key Responsibilities:

1. Executive Support:

• Provide best practice executive and administrative support
• Monitor designated in-boxes and escalate correspondence requiring urgent/priority attention
• Respond to administrative emails such as calendar invitations and requests for meetings from external stakeholders
• Provide administrative support to the Chair as required
• Manage the executive diary, including forward planning of all regular meetings
• Distribute agendas and meeting papers to attendees including minute taking and distribution of minutes
• Develop internal corporate templates in line with the style guide
• In collaboration with ELT and/or Finance staff, develop and implement key Whole of Service reporting templates across key indices such as SLA performance, client service, and ensure regular reporting
• Co-ordinate and/or collate key data for management reporting, risk register updates
• Oversee/support/enhance WLSQ’s corporate document management system (e.g., SharePoint) to ensure consistent application
• Coordinate the collection of meeting papers for CEO/ELT review prior to submission to the Board
• Maintain a record of electronic and paper communication and arrange daily bring-ups for all correspondence
• Co-ordinate and produce executive correspondence including emails, memorandums, letters, reports, presentations, strategic planning documents in a timely manner
• Organise bookings for ELT for seminars, industry events, conferences and arrange travel and accommodation as required
• Screen incoming calls to the executive office and redirect as appropriate
• Maintain operational registers such as incoming /outgoing correspondence registers and project registers
• Attend to visitors and organise catering for meetings as and when required
• Deal professionally with sensitive and confidential issues as they arise
• Work under limited supervision, using a high level of initiative to resolve issues.

2. Secretariat Support:

• Manage Board, sub committees and AGM meeting schedules
• Co-ordinate, compile and distribute Board agenda papers
• Take and prepare minutes and circulate, including any required follow up actions assigned to responsible officers
• Support the Director induction process
• Assisting in the preparation and review of agreements and corporate documents including policies and procedures as requested
• Coordinate the preparation of annual reports, corporate documents and/or compliance reporting as required
• Co-ordinate the AGM including supporting papers etc
• Administer corporate registers including conflict of interest.

3. Other duties as may be required from time to time.

Key Expected Outcomes

• High-level confidential executive and administrative support to the CEO, ELT and Chair
• Efficient and effective workflow management to ensure responsiveness and quality output
• High quality secretariat services to Board and sub committees
• High quality management reporting – co-ordination, collation, distribution
• Proactive contributor to systemise and enhance corporate and governance reporting
• Recognised team player who willingly shares information, knowledge and expertise, and is reliable
• Productive collegiate relationships and positive stakeholder engagement.

Skills and capabilities

• Demonstrated experience as an executive assistant/officer including secretariat support
• Personal energy and drive with excellent attention to detail
• High level communication and interpersonal skills to enable effective interaction in individual and group situations, including skills in dealing with matters of a sensitive and confidential nature
• Highly flexible, adaptive and responsive
• Ability to cope with a high volume of workload, with good prioritisation and time management skills
• Data analytical skills desirable and continuous improvement focus
• Experience using a wide range of software applications/tools and information management systems.
• High level MS proficiency (Outlook, Word, PowerPoint, Excel)
• SharePoint skills (preferred)
• Team player who takes pride in their work and the team’s success.
• Relevant experience working in not-for-profit environment (desirable).

Other Position Requirements

• Pre-employment screening including CV credentials, National Police Clearance, and possible psychometric assessment.
• Attendance at Board and subcommittee meetings (i.e., out of hours) for secretariat support.

REMUNERATION AND BENEFITS

In addition to having a meaningful and rewarding career you will receive:

• $82,044 to $88,288 per annum plus statutory super 11%.
• Generous leave entitlements with additional paid leave over Christmas and New Year.
• Attractive salary sacrifice options.

APPLY NOW!

To apply for this position, click on “Apply Now” and upload a copy of your cover letter and CV.

Aboriginal and Torres Strait Islander people are encouraged to apply for this position.

Only shortlisted candidates will be contacted.

Should you have any questions, please feel free to contact People and Culture Manager Carrie Zhu at phone 07 3392 0644 or email at [email protected] using the subject line: Executive Support Officer enquiry via EthicalJobs.