Executive Assistant to Executive General Manager Planning and Infrastructure

Job Description

This role is accountable for high-level efficient administrative and confidential support for the Executive General Manager Planning & Infrastructure.

Administrative Support

1. Coordinate and manage the EGM’s calendar, schedule meetings, appointments, and travel arrangements.
2. Maintain meeting schedules and diary commitments for EGM and ensure provision of information is received in a timely manner prior to meetings; undertake any relevant research required to support meetings.
3. Prepare agendas, compile documents, and organise necessary materials for meetings.
4. Attend meetings to take minutes and track action items as required.
5. Support the EGM in the coordination of internal approvals processes in an efficient and streamlined manner.
6. Maintain and manage the EGM “to-do list”, ensuring that priority items are undertaken as required.
7. Support the EGM in staying connected with industry and team.
8. Monitor, prioritise, and respond to emails on behalf of the EGM, ensuring timely communications.
9. Organise, maintain, and retrieve documents, files, and records, both physical and digital, ensuring confidentiality.
10. Support the EGM in the delivery of administration tasks including reporting, budgets (preparation and monitoring), business plans, responding to shareholder, board, and Executive Committee enquiries, risk registers, training registers, presentation preparation for external meetings, forums, and functions.
11. Efficient management and Chairing of the Planning Coordination Forum and relevant Associations/Committees.

Internal & External Presentation and Communication

1. Create and refine materials for internal and external presentations, ensuring they are professional, engaging, and aligned with the airport’s branding and strategic messaging.
2. Assist the EGM in preparing for presentations, including slide design and technical setup.
3. Draft and disseminate communication to industry contacts, partners, and external stakeholders, ensuring alignment with corporate messaging.

Stakeholder and Board Communication

1. Manage and respond to inquiries from shareholders, board members, and the Executive Committee, ensuring timely and accurate communication.
2. Assist in the preparation of board meeting materials, including reports, presentations, and briefing documents, ensuring all content aligns with the executive’s strategic objectives.
3. Liaise with internal and external stakeholders, ensuring all communications reflect the EGM’s priorities and the airport’s strategic goals.

General Duties

Other duties as required; Embed Customer Service in attitudes and actions; Contribute to a safe, healthy, and discrimination-free workplace; Comply with the WHS Responsibility Guidelines; Comply with the Environmental Responsibility Procedure; Live the AAL Values:

• A - Be ACCOUNTABLE and AUTHENTIC
• I - Conduct ourselves with INTEGRITY
• R - Be RESPONSIVE, efficient and RESPECTFUL
• P - Take PRIDE in our achievements
• O - Be OPEN and friendly and encourage diversity
• R - Build RELATIONSHIPS based on trust
• T - Foster great TEAMS

Qualifications

1. Cert IV or diploma in Business Administration (desirable).
2. Strong proficiency in Microsoft Word, Excel, PowerPoint, Outlook applications.
3. Experience in a broad range of administration functions and procedures.
4. Experience in dealing with a broad range of customers, internal and external to quickly gain rapport.
5. Experience operating in a high-paced environment with changing priorities.
6. Ability to work under tight deadlines to meet urgent demands.
7. Ability to exercise initiative and judgement and skills to anticipate needs of the EGM and determine appropriate action strategies.
8. Report and email writing experience.
9. Excellent verbal and written communication skills, as well as effective listening skills.
10. Ability to work independently and in a team.
11. Ability to effectively plan, organise and prioritise work on a daily basis, work on multiple tasks accurately and understand issues quickly and manage changing priorities.

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