326. Integrity Staffing - Executive Assistant

1. Provides confidential, effective, and efficient executive and administrative support to the Executive Director

2. Coordinates departmental correspondence including processing and tracking requests and liaising with other Directorates/Divisions to ensure timely completion.

3. Assists with the coordination and responses to operational level Ministerial enquiries and liaison, such as Parliamentary Questions.

4. Provides support to other teams as required

5. Maintains an accurate records and tracking system to monitor the progress of correspondence. Maintains Directorate distribution lists, records management systems, SharePoint sites access permissions.

6. Provides support to staff within the Directorate with tasks, workflow, finance systems, and travel arrangements. 

7. Arranges and coordinates appointments/meetings and maintains the Executive Director’s diary including travel arrangements.

8. Provides administrative support to internal, and where required, external committees, working groups, including preparation of agendas, minute-taking, and follow up actions.

9. Proofreads reports, briefings and correspondence, to ensure accuracy, consistency, and compliance with departmental standards.

10. Ensures briefing materials, agendas and other supporting materials are available prior to meetings and events.

11. Collates and prioritises approvals, such as finance and human resource, and governance-related approvals for the Executive Director. 

12. Prioritises incoming calls, enquiries and email correspondence for the Executive Director and follow-up on outstanding matters.

13. Undertakes purchasing on behalf of the Office of the Executive Director and in accordance with delegated authority maintains expenditure records and processes accounts.

14. Reconciles monthly corporate purchasing card transactions, ensuring compliance with financial policies and reporting requirements.

15. Coordinates events/activities across the Directorate. 

16. Undertakes work outside normal business hours as required.