Executive Support Officer

Since 1977, Brisbane Youth Service [BYS] has worked to create new futures for vulnerable young people at risk of homelessness aged 12-25 years and their children.

The Executive Support Officer is a key position supporting the Corporate Services Director [CSD], Service Delivery Director [SDD], People and Culture Director [PCD] and is responsible for providing project coordination, administrative support, and managing schedules and communication.

With a primary responsibility of supporting the EMT assuring organisational goals and objectives are accomplished, and operations run efficiently.

Employment Type & Award Conditions:

• Full-time positions available tendersglobal.net 76 hours per fortnight
• SCHADS Award tendersglobal.net Social and Community Services Employee Level 5
  

In addition to submitting a resume or CV, applicants must address the selection criteria [below] in their cover letter to be considered for shortlisting.

Selection Criteria:

1. Understanding of and commitment to BYS vision and values
2. At least five [5] years’ experience in a similar role with a demonstrated level of success in providing support at the executive level
3. Highly organised with demonstrated ability to prioritise, meet deadlines, multi-task, and work well under pressure whilst maintaining confidentiality
4. Technology savvy with experience working across the Microsoft Office Suite
5. Excellent interpersonal and communication skills [written and verbal] with experience managing communications and schedules at the executive level
6. Demonstrated experience managing complex and confidential documentation including preparing agendas, taking minutes, drafting project reports, managing board papers, and ensuring timely compliance

Education, Qualifications, Requirements [Mandatory]:

• A tertiary or formal qualification in business, administration or communications, or substantial demonstrated experience in a related field
• Current Queensland driver’s licence
• Working with Children Suitability Card [Blue Card] / willingness to obtain a Blue Card prior to commencement
• National Police Check Clearance
• Evidence of vaccination, immunity, or medical exemption for the following preventable diseases prior to commencement: Measles, Mumps, Rubella and Varicella [Chicken Pox]; Pertussis [Whooping Cough]; and COVID-19
• Two references, including most recent manager, if relevant

Skills & Experience:

• A minimum of five [5] years’ experience in a similar role working directly for executive management
• Management and preparation of complex and confidential documentation including but not limited to minutes of meetings, agendas, board papers, project work and managing timely compliance
• Organisation and administrative skills to prioritise work and meet deadlines with strong attention to detail
• Experience working with Governance or Quality Management Systems is desirable but not essential

Personal Attributes:

• Personal drive and integrity and ability to stay calm under pressure
• Consultative and collaborative working attitude
• Flexible, initiative, collaborative, inclusive, respectful, ethical, accountable, adaptable, self-directing and discrete
• Commitment to a learning culture and ongoing professional development

Executive Support:

• Manage the communication flow into and out of the SDD’s, CSD and PCD diary including email management, telephone calls and visitors
• Help prepare and coordinate presentations, reports, strategic projects, briefing papers, meetings and travel
• Maintain SDD task lists and provide follow-up on action items or deadlines
• Filing, organising and proactively drafting correspondence to maximise EMT time and productivity
• Provide general administrative support to the EMT and Service Delivery Senior Managers, as required

Broader Officer Support:

• Establish and maintain files and documents pertinent to the SDD
• Secretariat support for meetings chaired by the EMT
• Provide support to the EMT, Board, and administration staff as required
• Knowledge of the BYS Constitution and Governance policies

People, Culture, Safety:

• Contribute to a culture of respect, optimism, accountability and resilience in line with organisational values
• Participate in regular supervision with the SDD
• Participate as a collaborative and supportive team member, contributing to the overall effectiveness of the team and outcomes for young people
• Model ethical behaviours in line with the BYS Code of Conduct and consistently apply ethical standards to self and others
• Participate in all-staff days, executive and organisational planning and identify and participate in training and professional development opportunities
• Protect and promote the rights of children and young people, including making decisions compatible with the Human Rights Act 2019; and responding to and reporting suspicions and disclosures of abuse or harm
• Ensure a healthy and safe workplace for all by adhering to BYS Work Health, Safety and Wellbeing Policy, Procedures and Practices
• Actively participate to deliver the BYS Reconciliation Action Plan [RAP] initiatives and measurable actions that support First Nations equality across our organisation and services

Administration:

• Undertake all administrative functions relating to the role and ensure accurate and timely records are created and maintained in accordance with relevant legislation and BYS policies
• Submit timesheets and leave requests accurately and on time on a fortnightly basis, in accordance with relevant legislation and organisational policy and procedure
• Collect and maintain accurate, timely data and contribute to organisation-wide monitoring, evaluation and learning activities
• Undertake any other duties or tasks as required

How to Apply

To apply, please attach your [1] Cover letter addressing the selection criteria along with your [2] CV through the recruitment service portal.

To download the full position description, please visit: http://brisyouth.org/employment-opportunities/ 

If you would like to discuss this position further, please contact BYS directly on 3620 2400 or via [email protected] using the subject line: Executive Support Officer enquiry via EthicalJobs.

Interviews may take place progressively for successfully shortlisted applicants with an immediate start available. The positions may be withdrawn earlier than the close date if applicants are successfully appointed prior.