Job Title: / Executive Support Officer / Job Number: / 4
Division: / Australian Institute of Sport / Location: / ACT
Reports to: / AIS Director / Grade: / 4
Date of Effect: / November 2017
Environment / The Australian Sports Commission (ASC) plays a central leadership role in the development and operations of the Australian sport sector and acts as the leading sports agency in Australia, building collaboration, alignment and effectiveness within the Australian sport sector.
The AIS has the clear purpose of leading and enabling the high performance (HP) system that supports Australian athletes to achieve and sustain podium success.
Primary Job Purpose / As a member of the Executive Support team, provide a range of high level executive and secretariat support services to assist the Executive to address the complexities of their roles and to achieve business objectives.
Job Responsibilities /
  1. Under guidance from the AIS Director and working as part of a team, implement the organisational strategic agenda to achieve section and business outcomes. This includes:
  • Coordinate and actively drive the flow and exchange of information between the AIS Director and other members of the Executive, ASC program areas, external stakeholders, other government agencies and the public
  • Manage the AIS Director’s diary through prioritising all incoming enquiries, including travel arrangements and appointments
  • Examine, assess and prioritise correspondence and documentation for attention and action, ensuring information is comprehensive, complete and any preceding requirements have been properly undertaken
  • Prepare and draft correspondence and documentation on behalf of the AIS Director
  • Manage purchase orders and corporate credit card reconciliation
  • Provide secretariat support to internal committees
  • Provide reception support and share duties across the Executive Support team
  • Provide administrative support services to the ASC Board and committees.
  1. Actively participate in the development and implementation of policies, guidelines and other resources that deliver business outcomes for the ASC.
  2. Actively promote and role model the ASC values of Excellence, Integrity, Respect and Teamwork, and contribute to positive organisational change, effective communication, and continuous improvement at the ASC.
  3. Work collaboratively as part of a high performing team/organisation, establishing and maintaining effective partnerships with key internal and/or external stakeholders to deliver high quality business outcomes.

People Management / No direct reports, however provide coaching and mentoring to other staff as required.
Budget Management / No direct responsibility.
JOB HOLDER CAPABILITIES
Qualifications and Experience /
  • Tertiary qualifications inadministration, office management, business management or another relevant field are highly desirable.
  • Executive support experience within a dynamic senior executive environment
  • Demonstrated experience in, or understanding of, the provision of administrative support services to Committees and Boards.
  • Experience in developing, monitoring, maintaining and implementing information, records, policy and procedures.
  • Experience in organising and managing travel, events, meetings and coordinating and undertaking projects.

Knowledge and Skills /
  • Demonstrated analytical skills, including the ability to:
  • Identify issues and organisation-wide implications and propose solutions; and
  • Harness information, identify gaps and assess the value of information to identify opportunities with internal and external partners.
  • Well-developed communication skills (including interpersonal, negotiation, and representation) and a proven ability to build and maintain effective relationships both internally and externally with a diverse range of stakeholders.
  • Well-developed organisational and time management skills with proven ability to coordinate a range of activities simultaneously and adjust workloads and priorities in the light of emerging issues.

Personal Attributes /
  • Demonstrated commitment, drive and initiative to achieve program and organisational outcomes, with the ability to work as a member of a team and an individual (as required).
  • Demonstrated capacity to cooperate and work well with others in a cross-functional environment to pursue team goals, share information, support others, show consideration and respect for alternate ideas and solutions.
  • Ability to exercise sound judgement, use discretion and observe confidentiality.
  • A positive attitude and the willingness and ability to adapt to change.

Note:
  • This position may require weekend work, or outside ordinary work hours.

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