Personal Assistant to Director

We are seeking an experienced Personal/Executive Assistant to provide high-level administrative and secretarial support to the Director Development Services on a fixed-term basis from 14 April 2025 to 18 July 2025.

About the Role

In this role, you will be responsible for ensuring the efficient operation of the Director’s office by managing correspondence, scheduling, preparing reports, coordinating meetings, and maintaining records. You will also support the Planning team by managing documents and assisting with presentations.

Key Responsibilities

• Provide secretarial and administrative support to the Director Development Services
• Prepare, manage, and distribute correspondence, reports, and meeting agendas
• Maintain and coordinate the Director’s calendar, appointments, and meetings
• Research and coordinate responses to Councillor Requests
• Assist in preparing and proofreading presentations and reports
• Manage electronic records using the Shire’s records management system
• Coordinate meetings, including the Outer Metropolitan Development Assessment Panel, ensuring proper documentation
• Compile and update Planning processes, procedures, and flowcharts
• Monitor the Planning leave calendar and manage staff training bookings
• Provide confidential administrative support

• Proven experience in executive or personal assistant roles with strong administrative skills
• Excellent written and verbal communication skills
• High level of attention to detail and accuracy
• Strong organisational and time management skills, with the ability to multitask effectively
• Advanced proficiency in Microsoft Office (Word, Excel, Outlook, PowerPoint)
• Understanding of local government operations
• Ability to work independently with minimal supervision and exercise initiative

• Experience in agenda preparation and minute-taking
• Familiarity with TechnologyOne (or similar document management systems)