Queensland Treasury Corporation Careers

Description

• Perform key accountabilities to provide high-level administrative support to the Business Services Division, QTC, and where required to other divisions. 
• Work collaboratively with other Executive Assistants and business support team members across QTC to provide coordinated support to ensure the seamless and smooth operation of QTC at all times.

• Providing professional, confidential, and discreet business support services, delivering high-level customer experience to all internal and external stakeholders, with primary support provided to the Business Services division.
• Supporting EAs and other business support team members to ensure the smooth operation of QTC divisions and senior leadership stakeholders.
• Supporting coordination of meetings and forums (i.e., stand ups, meetings, steering committees, project teams etc.)  including liaising with stakeholders (including internal and external other EAs/Business Support team members) to determine meeting date/time, sending meeting invitations, managing room bookings, arranging catering, preparing and issuing agendas, preparing, collating and distributing meeting papers/briefing notes as required, coordinating IT support, minute taking, on-the-ground support including facilitating on time attendance of  meeting guests, tracking of meeting deliverables/action points and any follow up activities.
• As delegated by the EA to the Chief Operating Officer and Managing Director – Business Services, assisting with coordination of divisional operational and strategic delivery schedule i.e., monitoring key dates for deliverables, submissions and events. This may include coordinating papers for Board and other committee/forum/steering committee in adherence with stipulated timeframes, keeping stakeholders abreast of other reporting requirements, project milestones and relevant timeframes.
• Making travel arrangements i.e., transport and accommodation bookings, transfers, managing changes as required, creating/updating/distributing itineraries, venue bookings etc.
• Assisting to manage corporate expenses, including raising purchase orders, processing invoices and corporate credit card reconciliation.
• As required, preparing and formatting high quality information for internal and external distribution, including: letters, memos and reports; compiling data for reports; proofreading and editing content; professional formatting and layout of documents and presentations; and any other information preparation duties.
• Efficient and timely records management, including electronic and physical filing, and competent use of QTC’s document management system. Delivering any other administrative requirements as requested by the COO.
• Professionally answering phone calls, opening, sorting and distributing mail as required.
• Supporting delivery of divisional communications, in alignment with organisational key messages as per central comms channels (i.e., Leader Briefing Emails and CEO Updates).
• Proactively supporting management of divisional equipment requirements, including ordering stationery, hardware, office supplies and other equipment.
• Supporting with maintaining divisional records, including electronic and paper filing.
• Perform corporate reception duties when required including, answering phones, greeting visitors, meeting room support and guest access card management.

• Assisting with project planning activities i.e., scheduling, logistics, administration and coordination of initiatives and events including conferences, roadshows, townhalls and any other QTC events.
• Participating in cross-divisional/inter-agency planning meetings as required.
• Attending events as required, to coordinate and communicate with key stakeholders, manage/oversee logistics and provide on-the-ground support (including for technology, catering and other equipment requirements).

• Exceptional organisational and administrative skills.
• High level oral and written communication skills with the ability to produce business correspondence.
• Strong knowledge of and experience with records management systems.
• Attention to detail with a high level of accuracy with the ability to proofread business artefacts and communications.
• Experienced minute taking capability.
• Strong event organisation and support skills.
• Capability to arrange appropriate travel and associated arrangements.

• Ability to be maintain the highest level of confidentiality while being discreet and respectful. 
• Results Focus –. Ability to work collaboratively to deliver a focused outcome for an internal or external client.
• Problem definition and solving – ability to undertake objective analysis and evaluation of a problem in order to reach a solution seeking advice where necessary. 
• Prioritisation and work management – ability to work autonomously and identify, order and allocate the most critical work.
• Written Communication – ability to communicate written and visual information clearly using plain-English and in a manner targeted to the audience.
• Stakeholder and relationship management – ability to act as a representative of the business division while building trust with internal stakeholders and external clients. 
• Living the values – is actively demonstrating the QTC values (Integrity, Accountability and Growth).  Behaving in a way that is inclusive and collaborative.

• Tertiary or post-secondary level qualifications.

• 2 + years' previous experience in a similar business support role
• Previous experience in a complex, fast paced, corporate environment.
• Proven experience to liaise with a wide range of stakeholders, including CEOs, Boards, VIPs, dignitaries, government and private sector organisations
• Advanced experience with Microsoft office, particularly Outlook and Word.