11 Jun

Executive Assistant Infrastructure Services Jobs Vacancy in Central Otago District Council

Position
Executive Assistant Infrastructure Services
Company
Central Otago District Council
Location
OTA
Opening
11 Jun, 2018 7 days ago

Central Otago District Council urgently required following position for Executive Assistant Infrastructure Services. Please read this job advertisement carefully before apply. There are some qualifications, experience and skills requirement that the employers require. Does your career history fit these requirements? Ensure you understand the role you are applying for and that it is suited to your skills and qualifications.

Follow the online directions, complete all the necessary fields, and provide all relevant information so your application is submitted correctly. When you click the 'Apply this Job' button (open in new window) you will be taken to the online application form. Here you will be asked to provide personal and contact details, respond to employment-related questions, and show how you meet the key selection criteria.

Executive Assistant Infrastructure Services Jobs Vacancy in Central Otago District Council Jobs Details:

POSITION : Executive Assistant – Infrastructure Services

REPORTS TO : Executive Manager - Infrastructure Services

LOCATION : Alexandra


DESCRIPTION

The Executive Assistant is responsible for providing all aspects of executive and
administrative support to the Executive Manager - Infrastructure Services.


PRINCIPAL DUTIES AND RESPONSIBILITIES

1. Be the first point of contact for the Manager for all external persons including

those calling into the office, calling via the phone, receiving emails and all other
external correspondence.


2. Manages all communications (including phone calls, correspondence, letters and

emails) on behalf of the Manager, including initial contact, requests, responses,
research of issues, and distribution of correspondence for action to appropriate
officers, and follow up of such; and drafting of letters for sign off by the Manager.


3. Maintains confidentiality, uses discretion, uses information appropriately and

behaves in a manner that is appropriate to the role.

4. Contribute to specific project work as requested by the Manager and ensure

work is carried out effectively and efficiently.

5. Represent the Manager’s known position on matters in communication and

interactions with others, including attendance at meetings in the Manager's
absence.


6. Provide assistance to other members of the Infrastructure Services team as

directed by the Manager.

7. Produce high quality, accurate and timely documents, reports, presentations and

information by transcribing, formatting, inputting, editing, retrieving, copying, and
transmitting text and data as required.


8. Utilise Microsoft Word, Excel and PowerPoint with proficiency in the production

of documents and presentations.

9. Manages Manager's diary and appointment schedule by planning and

scheduling commitments including meetings, conferences, teleconferences, and
travel.


10. Receives visitors to the department including meeting and greeting them,
providing introductions and assistance.


11. Maintains confidentiality in all matters requiring such.

12. Assisting with infrastructure services budget related matters.

13. Provides minute secretarial services as required by the Manager.

14. Other duties as are required and directed by the Manager.


KEY RESULT AREAS

Key result of the position will have been achieved when it has been determined that
the Executive Manager - Infrastructure Services is able to devote their time to their
qualified position with the assistance of the Executive Assistant.

1. Principle duties are undertaken in a professional, efficient and productive

manner, maintaining a pleasant, positive disposition.

2. Correspondence is managed professionally in a timely and efficient manner

ensuring responses are factual, relevant, t and delivered in the appropriate tone,
displaying empathy and understanding of the issues.


3. The distribution of reports and preparation of agenda papers is within the

statutory timeframes.

4. To ensure all duties identified in the key tasks are carried out to the satisfaction

of the Executive Manager - Infrastructure Services.


DELEGATIONS

Makes decisions within the authority delegated by the Executive Manager -
Infrastructure Services.


RELATIONSHIPS

External
Public
Consultants
Government and non-government partner agencies

Internal
Executive Manager – Infrastructure Services
Infrastructure Services team
Senior Officer, Governance Support
Executive Assistants
Executive Team
Staff
Elected Members



PERSONAL QUALITIES AND QUALIFICATIONS

Knowledge and Qualifications

  • Diploma or Certificate in Administration (or similar) or equivalent work place
experience in a similar role of five years plus.
  • Knowledge and exposure to engineering services – desirable.
  • Understanding of the Local Government environment – desirable.
  • General understanding of accounting and budgeting practises.
  • Driver’s License

Experience and Abilities

  • Extensive experience with Microsoft Office (Word, Excel, PowerPoint, Publisher)
– advanced user status.
  • Previous experience in a fast paced, multi-faceted work environment.
  • Demonstrated ability to think strategically, and work on a number of tasks
simultaneously.
  • Demonstrated ability to influence outcomes, build good working relationships

with others and deliver quality customer experiences.

Personal Qualities

  • Honesty and integrity.
  • Conscientious, tidy and punctual.
• Well presented, professional image with high standards of personal grooming.
  • Sense of humour, friendly and pleasant with a positive attitude.
• Self-motivated and self-managing, able to work with a minimum of supervision.
  • Ability to promote the desired image of the Central Otago District Council through

all actions.





CORPORATE VALUES PROPOSITION


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