TOWNSVILLE ENTERPRISE LIMITED - Amazon S3



TOWNSVILLE ENTERPRISE LIMITEDPOSITION DESCRIPTIONPosition:Executive Assistant to the Chief Executive OfficerTeam:Corporate Services Reports to:Chief Executive Officer (CEO)Direct reports:N/A Purpose:To Connect, Grow and Promote Townsville North Queensland Strategic Pillars:Politically Powerful, Economic Leadership, Proud and Engaged Membership, Capable and Accountable. Position Overview:To support the corporate objectives of achieving sustainable economic growth and lifestyle benefits for the Townsville North Queensland region, the Executive Assistant to the CEO is responsible for:The day to day operations of the CEO’s office including general administrative support such as appointments, correspondence, travel and file management.Providing higher level specialist assistance to the CEO including preparation of data, Board papers and reports, presentations and meeting minutes.Administrative support to the Director – Policy & Investment such as appointments, correspondence, travel and file management,Primary Duties and Responsibilities:Refer Attachment anisational Values:Excellence: We accept nothing less than quality in everything we do.Partnerships: We work together, inspire each other and use external membership relationships to achieve strategic priorities.Apolitical: We strive for what is good for the region and not for what is good for politics.Creative: We are innovative and imaginative in creating an exciting and vibrant future for our organisation and the region.Bold: We are courageous and stand by our convictions.The Townsville Enterprise team connects strongly with these values and demonstrates them in all aspects of their roles. Essential Capability Criteria:A demonstrated ability to perform the tasks required.A mature outlook and understanding of general business practices.Ability to work in an extremely busy and highly paced office environment.Ability to engage with high level public and private enterprises.Previous experience managing executive management at a high level. Knowledge & Experience – Desirable: Previous experience in an economic development or destination marketing organisation.Awareness of Federal, State and Local Government structures and representatives. Knowledge of the Townsville region.Skills Essential:Exceptional written and oral communication, interpersonal and organisational skills, including excellent telephone manner.Excellent time management skills including the ability to prioritise own workload and that of the CEO in a continually changing environment.Advanced skills in Microsoft Word, Excel and Outlook, intermediate skills in PowerPoint and internet use and a minimum typing speed of 60 wpm.Current Open Driver’s Licence.Strong organisational skills.Strong sense of professional integrity and the ability to maintain a high level of confidentiality.Skills – Desirable:Experience at handling media, community leaders and dealing with Government Departments. Project Management basic skills.Experience with taking dictation. Qualifications - Essential:Completion of Grade 12 at a high level of achievement.Qualifications - Desirable:Experience in a membership based or not for profit organisation.University Degree or College Diploma in a business, marketing or related field.All applicants must be willing to work flexible hours and to participate in work-related travel where required. Townsville Enterprise Limited promotes an environment where professional development and learning is encouraged with each staff member expected to take an active role in driving his/her personal development in tandem with the formal review and development process. I acknowledge that I have read and understand the contents of the Position Description.Name:…………………………………………Signature: ………………………………………………..Date:………………………………………………..Attachment A: Table of Duties and ResponsibilitiesStrategic Pillar & Organisational GoalsKey objectivesMeasures of successProud and Engaged MembershipEnsure Members and Partners are engaged, well informed and proud ambassadors for the region and the organisationActively encourage new members and the continued support of existing members for the organisation. Maintain a constant focus on benefits of activities for our members and the region and seeking of new members and sponsorship. Demonstration of leadership, professionalism, a team orientated and outcome focused work ethic through maintaining acceptable levels of corporate dress standard; using effective and appropriate communication; consideration of fellow staff; a constant focus on stakeholder management including sponsors and members.Measured by: Demonstrated team work and leadership qualities. Display of professional corporate standards through personal presentation and communication. Member focus. Capable and AccountableFinancially sustainable with a team of high performers that can leverage the passion and capabilities of all Stakeholders to achieve regional growthChief Executive Officer SupportProvide a professional first point of contact for the CEO’s office.Delegate enquiries that should be directed to Directors or other staff.Screen telephone calls/make telephone calls/attend to telephone enquiries on behalf of the CEO.Wherever possible, and using sound judgment, manage situations and issues on behalf of the CEO, provided such intervention does not negatively impact the reputation and positive public image and relationship of the CEO or the organisation.Liaise with government, industry and the general public for and on behalf of the CEO. Organise and attend meetings as appropriate, compile and distribute relative minutes and meeting notes.Assist the CEO with preparation of correspondence and, in collaboration with the Media & PR Executive, assist with the preparation of speeches, presentations and media articles.Maintain dual Microsoft Outlook Calendar and arrange appointments schedule.Effectively follow up on action items for the CEO to ensure progression of activities and to assist the CEO’s management of time and priorities.Maintain an efficient and effective filing system, predominantly electronic.Book and maintain CEO travel arrangements, including flights, accommodation and itineraries, and meeting engagements.Ensure accurate records and files are maintained for the CEO’s expenses on Corporate Credit Card and take responsibility for its correct use.Director- Policy & Investment SupportOrganise and attend meetings as appropriate, compile and distribute relative minutes and meeting notes.Maintain dual Microsoft Outlook Calendar and arrange appointments schedule.Maintain an efficient and effective filing system, predominantly electronic.Book and maintain Director – Policy & Investment travel arrangements, including flights, accommodation and itineraries, and meeting engagements.Ensure accurate records and files are maintained for the Director – Policy & Investment expenses on Corporate Credit Card and take responsibility for its correct use.Project ManagementAssist with compilation of the draft format of the CEO’s Board Report and make final edits based on feedback.Prepare data, reports, and presentations as required by the CEO.Manage tasking deadlines on behalf of the CEO.AdministrationEnsure Contracts are signed off in line with the Delegations Schedule and assist the Finance & Operations Executive with maintaining an up to date Contracts Register.Create and manage an online document storage system for the organisation.Travel SupportCoordinate all staff travel arrangements as a centralised process including flights and accommodation using appropriate team relevant Corporate Credit Card. or through the appointed member Travel Advisor, ensuring Company policies and procedures are adhered to.GeneralBBe familiar with, or be in a position to acquire knowledge of, all Work Health and Safety regulations and policies of the organisation and its teams and observe these in day to day business operations.DDemonstrate a professional, team orientated and outcome focused work ethic through maintaining acceptable levels of corporate dress standard; using effective and appropriate communication; consideration of fellow staff; Assist in providing information and advice on Townsville North Queensland its attractions and potential.To work as part of a team on major projects and events.Perform other duties as required.CoreThat you demonstrate initiative and act with minimal supervision to ensure that the office of the Chief Executive Officer functions effectively.Measured by: Impact of non-structured external factors on the CEO’s time. Use of effective decision making and communication methods. Demonstration of initiative.That functions, meetings and events involving CEO participation meet predetermined organisational criteria for successful outcomes.Measured by: All elements associated with the CEO are structured, communicated and requirements met.The effective flow of two-way communication is achieved between the Chief Executive Officer, management, staff and stakeholders.Measured by: Feedback from management, staff and anisationalEnsuring activities are performed on time and accurately and the Chief Executive Officer or relevant personnel or member is advised of potential delays, changes or issues.Measured by: Consistently meeting deadlines, accuracy and quality of documents, papers, reports and communication. Compilation of relevant reports required for the CEO’s Report to the Board.Measured by: Timeliness and quality of information, document presentation and finalisation. ................
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