Executive Assistant

Executive Assistant

Classification

Band 5

Status (FTE)

Permanent (0.6)

Division

Finance, Business Transformation or Place

Making

Occupant

Vacant

Date

August 2020

About us From surfing to cycling to wining and dining and everything in between, Bass Coast provides the

perfect balance of rural, residential and holiday lifestyles for all to enjoy – all with stunning backdrops

of beaches, bushland and rolling hills.

A fast growing peri urban coastal shire with a strong focus on the balance of environment, economy

and community. The environment is our economy. To meet the needs of our fast growing status our

organisation has been reimagined to meet the current and future challenges. Our organisation is

underpinned by the principles of:

We deliver

Placing the customer at the centre of everything we do and,

Being a part of something bigger

With a proven track record of investing in our people, we attract high quality applicants who want to contribute to our community, excel in their careers and live the values of Excellence, Passion,

Imagination, Integrity & Courage.

Reporting to the Executive Leader, the Executive Assistant is responsible for high-level executive

support.

Provide executive support to the Executive

Leader including:

o Diary management

o Request management

o Division Management Team

o Correspondence handling

o Procurement / purchase cards

o Task prioritisation / follow up

o Personal assistance

Provide support to the Management Team

with tasks such as workshop preparations,

meeting coordination, and information

management.

Review processes and develop procedures

to enhance administrative functions.

Coordinate matters and provide support to

the Division in relation to tasks that include:

o Workshops

o Divisional Activities

Key responsibility areas

Manage and track the timely response and

processing of all requests (eg. letters,

phone calls, emails) relating to the Division.

Active commitment to our EPIIC cultural

values of:

o Excellence – striving for excellence in

all that we do.

o Passion –bringing our energy and

enthusiasm and being passionate about

our role within the organisation and

community.

o Imagination – to challenge and discover

new ways of thinking.

o Integrity – to act in good faith and make well thought-through, considered

decisions.

o Courage – to feel safe to act without

fear.

Other duties as directed within the skills

and abilities of a position at this level.

Organisational relationships

Chief Financial

Officer

Manager Finance

Coordinator Revenue

Coordinator Procurement

and Fleet

Executive Assistant

General Manager Place Making

Manager Strategy &

Growth

Manager Asset Management

Manager Major Projects

Executive Assistant

General Manager Business

Transformation

Manager People & Culture

Manager Governance &

Property

Manager Transformation &

Technology

Manager Executive Projects

Executive Assistant

Judgment and decision-making

Decision Making – know when to deliberate

and when to take actions that reflect the

objectives of the team and organisation.

Problem solving – capable of providing advice

and assistance to the public and solving day-to-

day problems using creative solutions,

instructions, information, techniques and

systems provided.

Judgement – able to use a common sense

approach to problems and use some

innovation if required.

Continuous Improvement – able to suggest

improvements, be willing to change, and look

to improve relationships and processes.

Political and environmental awareness – ability

to exercise discretion at all times and, in

particular, when dealing with confidential

issues.

Self-motivation – willingly accepts

responsibilities with energy and enthusiasm. A

can-do-attitude that requires minimal

monitoring.

Specialist Skills and Knowledge

Administration skills – advanced administrative

experience at an executive level.

Local Government – understanding and

appreciation of Local Government, its role in

the community, its services and operations.

Support skills– advanced skills in providing

executive support.

IT – advanced skills in the use of Microsoft

Office programs, and other complex office

equipment as required.

Organisational knowledge – knowledge and

understanding of the roles and functions of

staff in the Department/Division.

Competencies

Legislative - understanding of all relevant

standards, procedures and policies that apply

to the key responsibility areas of the position.

Project management – ability to coordinate

special projects.

Web content – capable of administering the

Divisions material on the Councils internet and

intranet websites, including Councillor Portal.

Management skills

Time management – ability to organise and

manage own work commitments to meet set

deadlines in a fast-paced work environment.

Administration – capable of developing and

implementing systems and procedures to

ensure accurate and timely administration

support.

Document Management – ensuring corporate

documents are correctly logged within

required timeframes.

Interpersonal skills

Relationships – capable of gaining the

cooperation and assistance of others.

Customer service – capacity to deliver

excellent customer service and promote

positive organisational image.

Responsiveness – capable of adapting and

responding positively to changes as they occur.

Oral and written communication – well-

developed oral and written communication

skills using a variety of mediums.

Confidentiality – maintain professionalism and

confidentiality.

Qualifications and experience

Demonstrated skills and experience providing

high level, confidential executive assistance to

senior management and excellent office

administration management skills.

Demonstrable commitment to an

accountability culture by the principles of:

o We deliver.

o Placing the customer at the centre of

everything we do.

o Being a part of something bigger.

Ensuring you understand your information

management responsibilities and that records

are created, captured and monitored in

accordance with legislation, regulations and

standards and Council’s internal policies and

procedures.

Accountability and extent of authority

Understanding and complying with

organisation principles, standards, policies and

procedures, including: Working Together

(Equal Employment Opportunity), Code of

Conduct, and the Customer Service Charter.

Follow effective risk management practices,

identify hazards in the workplace and actively

contribute to a safety culture.

Contributing to emergency management

activities when required, and directed by the

Chief Financial Officer.

Applicants will be required to undergo pre-employment checks including, but not limited to, a Police

Records Check and Working with Children Check.

Pre-Employment Checks

Key Selection Criteria

Selection will be based on the following key selection criteria; however, reference will also be

made to other listed skills, knowledge and attributes as required in the position description.

Demonstrated skills and experience providing

high level, confidential executive assistance to

senior management and excellent office

administration management skills.

Excellent time management, organisational

and customer service expertise with highly

developed oral and written communication

skills.

Proven ability to manage varied and conflicting

demands to agreed standards and timelines.

Ability to work in a professional and

effective way within a team, and contribute

to a positive team environment.

Living our EPIIC cultural values of

Excellence, Passion, Imagination, Integrity

and Courage.

Performance Criteria

Performance criteria will be developed within the first three months of appointment, recorded and

reviewed in accordance with Council’s Performance Development Policy and Framework.