Executive Assistant (Infrastructure Services)

The Executive Assistant (Infrastructure Services) provides high‑level administrative, coordination and governance support to the Director Infrastructure Services and managers across the directorate. You’ll play a key role in ensuring smooth operations through proactive administration, effective communication and strong stakeholder support.

KEY RESPONSIBILITIES

Reporting to Director Infrastructure Services, you will:

Teamwork, Communication & Customer Service

• Support a collaborative, customer‑focused team environment
• Provide timely, professional customer service and follow‑up
• Represent Council positively in all interactions

Governance, Compliance & Recordkeeping

• Ensure compliance with legislation, policies and procedures
• Maintain accurate records in line with Council’s records management requirements
• Manage confidential and sensitive information appropriately
• Maintain WHS risk assessment and plant induction records

Executive & Administrative Support

• Manage calendars, appointments and meeting schedules
• Prepare correspondence, reports, briefing materials and Business Paper content
• Coordinate agendas, minutes and meeting documentation
• Arrange travel, accommodation, training and conference logistics
• Provide secretariat support to key committees
• Work with the Media Officer on communications for road closures, emergencies and infrastructure activities

Project, Event & Program Support

• Coordinate events, meetings, presentations and conferences
• Assist with onboarding new staff
• Provide administrative support to Glen Innes Aggregates

Data, Reporting & Systems Support

• Develop and maintain spreadsheets for statistical and financial reporting
• Maintain plant usage records and enter data into accounting systems
• Manage the motor vehicle fleet booking system
• Maintain the customer maintenance request database and assist with prioritising requests

Operational & Procurement Support

• Prepare purchase requisitions and procure routine items
• Maintain office supplies and perform general clerical duties

Training & Support of Others

• Coordinate work experience and volunteer placements
• Train and support new or relief staff

ABOUT YOU

Essential

• Demonstrated experience in high‑level administrative support within a fast‑paced environment
• Strong organisational and time‑management skills
• Excellent interpersonal, verbal and written communication skills
• Ability to manage confidential information in line with privacy and legislative requirements
• Advanced skills in Microsoft Word, Excel, email and internet applications

Desirable

• Qualifications in Business Administration, Secretarial Studies or similar
• Knowledge of local government accounting or electronic records management systems
• Understanding of GIS
• Experience with grant or funding applications
• Class C Driver Licence

INTERESTED IN APPLYING

• Carefully download and read the Guide to Applying for Employment, together with the position description to familiarise yourself with the role and application process
• Please upload documents in PDF or word format
• Please note that as part of Glen Innes Severn Council's recruitment process, prior to an offer of employment being made, recommended candidates will be required to undertake pre-employment checks. This may include: reference checks; national criminal police check; functional/medical assessment; qualification verification; Working with Children Check and NDIS verification.
• Our recruitment notification process is primarily via system generated emails. Please ensure your email is correct before submitting an application to avoid missing crucial updates and outcomes. Email communication notifications are used for but not limited to: application received, interview booking tools, confirmation of interview, request for references/more information, delay notifications, testing/assessments (aptitude/psychometric/industry specific) and application outcomes (unsuccessful before or after interview)
• Please regularly check your 'junk mail' or ensure our email address jobs@gisc.nsw.gov.au and Pulse email no_reply@lgss.com.au is set to 'trustworthy'

NEED MORE INFORMATION OR ASSISTANCE

Council is an EEO employer. Women, Aboriginal people and Torres Strait Islanders, people with a disability, and members of racial, ethnic, and ethno-religious minority groups are encouraged to apply. 

Bernard Smith - General Manager

Promoting a safe and healthy workplace