Executive Assistant to the Principal

Position Objectives:

The Executive Assistant to the Principal will provide high level secretarial and administrative support and advice to the Principal, Executive Team and College Council as well as the Principal’s nominees.

Key Functions, Accountabilities, Responsibilities and Deliverables:

Executive Assistance to Principal

• Initiating and handling correspondence.
• Assist with major projects as delegated by Principal.
• Liaise with college staff, Lutheran Education Queensland (LEQ), College Council and State and Commonwealth educational bodies.
• Manage and prioritise digital communication and draft responses as needed.
• Assisting the Principal or delegate in planning and executing special projects and initiatives.
• Collaborate with all departments to ensure project objectives are met.
• Track project timelines, milestones and deliverables.
• Assist in the procurement of supplies and resources as required .
• Facilitate the flow of information to and from the Principal.
• Maintain financial documentation and reporting of Principal’s Corporate Expenses.
• Assess and prioritise tasks to ensure the Principal’s goals are being met.

Administrative Support

• Attend meetings and provide a high level of secretariat support to College Council, Senior Leadership Team, Executive Team and Management.  Including collating agendas, recording minutes and maintaining action lists.
• Produce and edit documents and reports on behalf of the Principal or delegate maintaining digital and manual records.
• Maintaining and updating of the master College calendar.
• Maintain school policies and policies site in conjunction with Quality Assurance Officer.
• Inform staff of policy changes and information in conjunction with Quality Assurance Officer.
• Maintain QCT Register.
• Compile and analyse data and reports relating to the College operations.

Conference/Event Organiser

• Coordinating logistics and communication of events such as Staff and Management Retreats working withing budget parameters.
• Coordinate mini-conferences as directed by the Principal.
• Arrange staff and college dinners within budget parameters.
• Organisation of morning teas/lunches/evening meals etc. or delegation of same.
• Attendance at meetings, events and conferences as directed by the Principal both in and out of work hours.

Main Administration Office Professional Services

• Provide leadership, through example and incidental coaching, to Administrative Staff.
• Manage office budgets, including expenses, supplies, and equipment.
• Serve as a point of contact between the office and other departments or external stakeholders.
• Facilitate effective internal and external communication by way of chairing office administration meetings.
• Implement document management and filing systems.
• Coordinate office repairs and maintenance as required or delegate the same.
• Ensure that the office complies with all relevant laws and regulations.
• Maintain records of compliance and documentation.
• Assist staff in managing their workload and schedules.
• Actively seek to develop a strong culture of collaboration, respect and high performance within the office and appropriately direct staff for any support that is needed.
• Collaborate with senior management to develop and execute office-related strategies and initiatives.
• Analyse and resolve operational challenges and issues as they arise.

Essential Attributes

• A team-player with outstanding interpersonal skills.
• A very well-organised, efficient person who is meticulous and gets things done on time.
• Able to identify tasks which need to be done and to exercise initiative in meeting those needs.
• Able to exercise a high degree of confidentiality, independence and appropriate assertiveness.
• Provide the best possible service to the people of the College community, to cooperate positively with teaching and non-teaching staff.
• Foster professional working relationships with Personal Assistants to the Deputy Principals.
• Evidence of active involvement in a Christian denomination and/or ability to support the Christian ethos of the College, including its worship and devotional program.
• Demonstrated personal and interpersonal skills that enhance positive relationships with all members of the community.
• Demonstrated commitment to the central mission of an organisation.  Where there is experience in an educational institution, evidence of clear support for the educational aims of the institution as the highest priority.
• Evidence of a personal commitment to continuous self-evaluation and lifelong learning.
• Evidence of a clear service focus; ability to meet deadlines, prioritise competing work demands and provide a high-quality level of customer service to the people of the College and the wider community.
• Demonstrated levels of initiative, efficiency, perseverance, and flexibility necessary to contribute to a learning community which values teamwork and the achievement of excellent outcomes at all levels of the organisation.
• Demonstrated organisational capabilities needed to manage resources effectively and achieve agreed goals efficiently.
• Certificate IV in Business or equivalent.
• Experience in a busy, multi-faceted team.
• Demonstrated competence and confidence in using current digital platforms for organisation, collaboration and document production.
• Knowledge and prior use of the TASS would be an advantage.
• Experience in the use of equipment – photocopiers, scanners and audio-visual equipment.