About the Role
We are seeking a highly organised and proactive Executive Assistant to provide confidential executive-level administrative support to the Executive Director and the teams within the portfolio. This role requires exceptional organisational skills, sound judgement, and the ability to manage competing priorities in a fast-paced environment.
The successful applicant will coordinate executive workflows, prepare high-quality documentation, manage correspondence, and provide administrative, financial, human resource, and research support.
While this position does not routinely take minutes for unit meetings, it is responsible for coordinating papers for Executive Leadership and Board meetings, monitoring submission deadlines, and undertaking minor editing before submission to the relevant secretariat.
Applicants with previous WA Health Department
and Ministerial
experience will be highly regarded.
Key Responsibilities
- Provide confidential executive and administrative support to the Executive Director.
- Manage and prioritise the Executive Director's diary, appointments, meetings, and commitments.
- Coordinate meetings and functions, including preparing agendas, supporting documentation, recording and distributing minutes where required, and following up agreed actions.
- Compile and collate briefing papers, reports, and background information for meetings and decision-making.
- Coordinate Executive Leadership and Board papers, monitor submission deadlines, and undertake minor editing prior to submission to the relevant secretariat.
- Receive, screen, and manage incoming correspondence, redirecting matters as appropriate and identifying urgent issues requiring executive attention.
- Liaise professionally with Directors, Executive Directors, senior government officials, and external stakeholders.
- Draft correspondence, reports, briefing notes, and other documentation to a high standard.
- Assist with Ministerial correspondence, briefing notes, complaints, and other executive-level requests.
- Compile data and reports to support organisational reporting requirements.
- Maintain electronic and physical filing systems in accordance with records management requirements, ensuring the security and confidentiality of sensitive information.
- Process invoices and other financial documentation.
- Undertake research to support the Executive Director and leadership team.
- Assist with maintaining policies, procedures, and operational documentation.
- Manage the team's generic email inbox and ensure enquiries are appropriately allocated and actioned.
About You
The successful applicant will demonstrate:
- Previous experience providing executive-level administrative support.
- Outstanding organisational and time management skills, with the ability to manage competing priorities.
- Excellent written and verbal communication skills with a high level of accuracy and attention to detail.
- Experience preparing executive correspondence, reports, and briefing documentation.
- Strong stakeholder engagement skills and the ability to build effective working relationships across all levels.
- High levels of discretion, professionalism, and confidentiality.
- Experience with financial administration, records management, and Microsoft Office applications.
- The ability to work independently while contributing effectively as part of a team.
Desirable
- Previous experience within the WA Health system or another government agency.
- Experience managing Ministerial correspondence and executive briefings.
- Knowledge of government administrative processes and governance requirements.
