Description Purpose of Role Under the guidance of QTC’s E xecutive Assistant team members, t he Associate, Business Support will : Perform key accountabilities to provide high - level administrati ve support to all QTC divisions , with prioritised alignment to the Advisory Services and Business Services divisions. Work collaboratively with other Executive Assistants and business support team members across QTC to provide coordinated support to ensure the seamless and smooth operation of QTC at all times . Responsibilities & Accountabilities Providing exceptional business support services, including: Providing p rofessional, confidential, and discre et business support services across all QTC divisions, delivering high-level customer experience to all internal and external s takeholders , with primary support provided to Advisory Services and Business Services divisions. Supporting EAs and other business support team members to e nsur e the smooth operation of QTC divisions and senior leadership stakeholders . Assisting with managing divisional stakeholder ( primarily EDs) correspondence if required , including occasional triage of inbox if requested , escalating per importance and priority , and ensuring requests are flagged and actioned appropriately , in a timely manner . Supporting coordination of meetings and forums ( i.e., stand ups, meetings, steering committees, project teams etc.) including liaising with stakeholders (including internal and external other EA s /Business Support team members) to determine meeting date/time, sending meeting invitations, managing room bookings , arranging catering, preparing and issuing agendas, preparing, collating and distributing meeting papers/briefing notes as required , coordinating IT support, minute taking, on-the-ground support including facilitating on time attendance of meeting guests, tracking of meeting deliverables/action points and any follow up activities. As delegated by the EA to the MD Advisory Services, assisting with coordinat ion of divisional operation al and strategic delivery schedule i.e., monitoring key dates for deliverables , submissions and event s . This may include coordinating papers for Board and other committee /forum/steer ing co mmittee in adherence with stipulated timeframes , keeping stakeholders abreast of other reporting requirements , project milestones and relevant timeframes . Making travel arrangements i.e. , transport and accommodation bookings, transfers, managing changes as required , creating/updating/distributing itineraries , venue booking s etc. Assisting divisional EAs to manage corporate expenses, including raising purchase orders, processing invoices and corporate credit card reconciliation. As required, h igh quality preparation and formatting of information for internal and external distribution, including: letters, memos and reports; compiling data for reports; proofreading and editing content; professional formatting and layout of documents and presentations; and any other information preparation duties. Efficient and timely records management, including electronic and physical filing, and competent use of QTC’s document management system. Delivering any other administrative requirements as requested by the COO. Professionally answering phone calls, opening , sorting and distributing mail as require . Supporting delivery of divisional communications, in alignment with organisational key messages as per central comms channels (i.e., Leader Briefing Emails and CEO Updates). Proactively supporting management of divisional equipment requirements , including ordering stationery, hardware, office supplies and other equipment. Supporting with m aintaining divisional records, including electronic and paper filing. Supporting QTC events Providing administrative assistance to enable the timely and seamless delivery of QTC events, including strategic initiatives , projects and employee engagement opportunities , including: Assisting with project planning activit ies i.e. , scheduling, logistics , administration and coordination of initiatives and events including conferences , roadshows , townhalls and any other QTC events . P articipating in cross-divisional/inter-agency planning meetings as required . Attending events as required , to coordinat e and communicate with key stakeholders, manage /oversee logistics and provid e on-the-ground support (including for technology, catering and other equipment requirements) . Competencies Technical Competencies Exceptional organisational and administrative skills. High level oral and written communication skills. Strong knowledge of and experience with records management systems. Attention to detail with a high level of accuracy. Ability to produce business correspondence, proofread for grammar, spelling and punctuation with a high degree of accuracy. Experienced minute taking capability. Strong conference and meeting organisation and support skills Capability to arrange appropriate travel and associated arrangements. Behavioural Competencies Results Focus – ability to successfully implement and sustain a practical and defined solution . Ability to work collaboratively to deliver a focused outcome for an internal or external client. Problem definition and solving – ability to undertake objective analysis and evaluation of a problem in order to form a judgement/decision/solution. Prioritisation and work management – ability to work autonomously and identify , order and allocate the most critical work Written Communication – ability to communicate written and visual information clearly using plan-English and in a manner targeted to the audience. Presentation and spoken communication – ability to communicate spoken information with the right form and structure clearly, confidently, concisely and in a manner targeted to the audience, and actively listens, absorbing spoken information and non-verbal clues. Stakeholder and relationship management – ability to act as a representative of the business division and build trust with internal stakeholders and external clients, manage relationships and effectively influence in order to achieve QTC’s objectives and values . Living the values – is actively demonstrating the QTC values (Client focus, Team Spirit, Excellence, Respect and Integrity) . Behaving in a way that is inclusive and collaborative. Ability to be discreet, maintain confidentiality, recognise and respect sensitivities. Qualifications Desirable Tertiary or post-secondary level qualifications. Experience Essential 2 years' previous experience in a similar business support role Previous experience in a complex, fast paced, corporate environment Proven experience to liaise with a wide range of people, including CEOs, Boards, VIPs, dignitaries, government and private sector organisations Advanced experience with Microsoft office, particularly Outlook and Word.