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| Title: |
Executive Assistant |
| Salary |
- |
| Contract Type: |
Temporary/Contract |
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| Employer: |
The Sydney 2009 World Masters Games Organising Committee (SWMGOC) |
| Location: |
Australia |
| Expiry Date |
11/11/2007 |
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| Description |
Primary Purpose of the Position
Provide high level and confidential support, assistance and administrative services to the Chief Executive Officer and Chief Operating Officer in the execution of all duties to support the management of the Sydney 2009 World Masters Games Organising Committee (SWMGOC).
Organisational Context of the Position
The World Masters Games was first staged in 1985. In 2009 the Games are to be held in Sydney.
The Games aim to motivate a “goal oriented long term approach towards sport and physical fitness” and “acknowledge that competitive sport may continue throughout life”. The Games are open to anyone, with participants competing as individuals rather than international teams. The only selection criterion is that competitors must satisfy the age requirements relevant to their particular sport. Most competitors are aged between 35 and 50.
There will be a maximum of 28 sports represented, comprising 17 core sports and 10 optional sports.
The International Masters Games Association (IMGA) is the worldwide representative body for masters’ sport.
The Games in Sydney in 2009 are expected to attract in excess of 30,000 participants including 12,000 from overseas and 10,000 from interstate. This will bring an estimated A$60 million in direct and flow on value added impact to the State. The community benefits of the Games include complementing programs targeting community health, fitness and obesity; and opportunities to link the Games to strategies on active and healthy living.
The Games will be managed by the Sydney 2009 World Masters Games Organising Committee
(SWMGOC) which is a limited life statutory authority to plan, organise and stage the Games.
SWMGOC is managed and controlled by the Chief Executive Officer and is subject to the direction and control of the Minister for Tourism and Sport and Recreation.
The SWMGOC’s functions include:
• Organising the sports competition program and program of associated events;
• Procuring and organising the competition and non-competition venues required for the Games;
• Organising transport for participants and officials;
• Marketing and promotion of the Games; and
• Coordinating Games related initiatives with NSW and Commonwealth Government agencies and private organisations.
A Games Advisory Committee advises the CEO and the Minister.
Nature and Scope of Position
This position has multiple responsibilities. The position holder provides secretarial and administrative services to the Executive (CEO and COO). The position holder prioritises and sorts mail; drafts correspondence; coordinates requests for information and reports from across SWMGOC; organises meetings including preparing agendas, coordinating papers and takes minutes of meetings; provides word processing services; receives incoming calls, organises diary appointments for functions and meetings, arranges travel and accommodation, and organizes paperwork and accounts for the Executive’s expenses and corporate credit card.
This position assists in the preparation of budgets and coordinates the preparation of monthly reports, Games Advisory Committee papers, Subcommittee papers and other reports as required.
This involves researching, gathering and collating information, following up appropriate staff for input, and formatting and dispatching the approved reports.
The position holder undertakes administrative duties such as answering general inquiries, managing the filing and follow-up system, booking travel and accommodation, photocopying, maintaining stationery and stores supplies, coding and obtaining authorisation for Cabcharge and Courier vouchers, and preparing requisitions, payment vouchers and petty cash documentation.
The position holder provides assistance to the Executive with preparing documents and presentations. This involves providing expert advice on layout, formatting and the use of word processing and spreadsheet software.
The position holder acts as the Freedom of Information contact officer for SWMGOC.
Decision-Making
The position holder has the following areas of responsibility:
• Undertakes day to day work independently, having determined the overall work priorities in conjunction with the Chief Executive Officer and Chief Operating Officer where appropriate, anticipating and planning for workflows and due dates. This includes issuing reminders of the need to start preparation for presentations and reports.
• Initiative and judgement are used when responding to enquiries, requests for information or arranging meetings and when handling and ensuring the security of confidential information, correspondence and documents. This includes deciding on the provision of information and the need to refer or redirect the enquiry.
• Identifies, obtains and summarises information when drafting correspondence and preparing reports, considering any relevant issues or trends. Responsible for the quality and standard of work completed consistent with policies, procedures and guidelines.
• Decides the most appropriate method for recording information and recommending changes to administrative systems to improve efficiency.
• Coordinates and monitors work requests and works in progress, under the guidance of the Chief
• Operating Officer, organises re-submits, and follows-up outstanding matters.
• The position represents the Chief Executive Officer in discussions with clients and stakeholders when seeking or providing information and coordinating actions required.
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