Executive Assistant to Director Works and Infrastructure
The Executive Assistant role manages the Director's office, correspondence, diary and administrative workflows. The position provides high-level executive and administrative support to the Director and leadership team. The Executive Assistant routes operational matters to the responsible Manager or Team Leader, and supports them to bring finished work and a clear decision. The position also supports the department's governance, financial administration, records management and WHS systems, and coordinates the administrative side of Council, committee and leadership team business for the department.
Key responsibilities
Ensure matters are resolved at the right level of the organisation
Produce accurate, timely, plain-English correspondence consistent with Council policy
Deliver departmental reports, agendas, minutes and actions on time and follow through
Manage requisitions, invoices and grant records to ensure they are correct and routed to the right delegate
Capture records and track customer requests to closure
Coordinate departmental input to the IAMPs, Annual Business Plan, Budget, Annual Report and Council communications
Build effective working relationships with Elected Members and progress associations
Ensure department administration runs smoothly and processes keep improving
Report hazards, incidents and near misses promptly, coordinate the administrative side of the department's WHS system, and assist with tracking staff training, licences and competency renewals
About you
Advanced judgement and triage: sort incoming matters quickly and route them to the responsible officer
Advanced executive support and prioritisation: manage the Director's diary, inbox, deadlines and action register across competing priorities
Advanced written communication: draft letters, briefing notes, minutes and report content that is accurate, concise and ready for sign-off
Advanced integrity and discretion: handle confidential, personnel and community matters sensitively and declare conflicts of interest
Advanced meeting and document coordination: run Council, committee and leadership team paperwork and coordinate input to the IAMPs, Annual Business Plan, Budget and Annual Report
Proficient stakeholder and relationship management: build trust with Elected Members, progress associations and internal teams while respecting communication protocols
Proficient governance and policy administration: apply the Local Government Act 1999, delegations, records requirements and Council policies
Proficient financial and procurement administration: raise requisitions with correct costing, route approvals within delegations and support budget and grant tracking
Proficient digital and information management: use Microsoft 365, finance, records and customer request systems efficiently with accurate data entry
Current National Police Check and current South Australian driver's licence (Class C)
About us
Kangaroo Island lies about 110 km south-west of Adelaide and is easily reached by ferry or plane. The Council area covers around 4,400 square kilometres, with about 5,125 permanent and temporary residents and around 200,000 visitors each year. Council manages roughly 1,100 km of unsealed and 250 km of sealed roads. The Works and Infrastructure department plans, delivers and maintains Council's infrastructure under the adopted Infrastructure and Asset Management Plan 2025–2035. The portfolio covers road network, stormwater and transport infrastructure, Community Wastewater Management Schemes, Kingscote Airport, buildings and complexes, plant, fleet and equipment, recreation and open space, capital works program delivery, contracts and procurement, and development and regulatory services as assigned by the CEO. The department operates in a financially constrained environment where every dollar and every hour of officer time must be accounted for, and work must be delivered safely, on scope and within budget.
Values and behaviours
- Creativity and innovation
- Accountability and transparency
- Service orientated
Source: This is an extract from the company's own website
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