Description Purpose of Role Under the leadership of the Managing Director (MD), Funding and Markets, the Associate, Business Support will: Perform key accountabilities to provide high-level administrative support to QTC’s Funding and Markets and Risk Divisions, including to the MD, FMD and Chief Risk Officer (CRO). 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 exceptional customer experience as a professional, confidential, and discreet interface between the MD FMD and the CRO and their respective divisions, and all stakeholders both internal and external Providing high-level business support services for FMD and Risk Divisions, including to the MDs and EDs as required. Light touch oversight of MD, FMD and CRO correspondence if required, including occasional triage of inbox, escalating emails per importance and priority and ensuring requests are actioned appropriately, in a timely manner. Managing diary of CRO and MD FMD as required, to optimise time and effectiveness and mitigate risk of conflicts. Coordinating divisional meetings and forums (i.e., stand ups, steering committees, project and working groups etc.) including liaising with internal and external stakeholders, sending meeting invitations, room bookings, preparing and issuing agendas, preparing/collating/distributing meeting papers and briefing notes as required, catering, coordinating IT support, minute taking, on-the-ground support including coordinating attendance of meeting guests, tracking of meeting deliverables/action points and any follow up activities. Providing ad hoc support to divisional stakeholders as required (primarily EDs). Assisting with coordination of divisional operational and strategic delivery schedule i.e., monitoring key dates for deliverables, submissions and events. This may include coordinating paper preparation and submission for Board and other committee/forum/steering committee in adherence with stipulated timeframes, keeping stakeholders abreast of other reporting requirements, project milestones and relevant timeframes. Managing travel arrangements for divisional stakeholders i.e., transport and accommodation bookings, transfers, car hire, managing changes as required, creating/updating/distributing itineraries, venue bookings etc. Assisting divisional EAs to manage corporate expenses, including raising purchase orders, processing invoices and corporate credit card reconciliation. As required, high 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, competent use of QTC’s document management system. Supporting the division to comply with all applicable record-keeping requirements. Supporting information flow throughout each division, including scheduling meetings, screening phone calls, opening and sorting mail etc. Supporting delivery of divisional communications, in alignment with organisational key messages as per central comms channels (i.e., Leader Briefing Emails and CEO Updates). Managing divisional equipment requirements, including stationery, hardware, office supplies and other equipment. Providing visibility on pending timeframes for administrative matters which support the functioning of the division e.g. upkeep and renewal of contracts Coordinating key QTC events Coordinating key QTC events involving FMD, including Investor Roadshows (Domestic and Overseas) and CBA Global Investor Conference (once every two years), as well as other internal events such as Townhalls. Duties include: Organising travel and logistics as required, including booking flights and accommodation, airport transfers, ground transportation during events, managing and updating itineraries. Coordinating car bookings for delegates as required. Sourcing and booking appropriate venues for QTC-hosted events, including managing procurement process Coordinating event logistics (table settings, menus, nametags, etc.) Providing input to briefing notes Updating and printing run sheets, checklists and briefing packs for attendees, as well as any other printing/binding of event materials. Attending internal and inter-agency planning meetings; coordinating with Treasury, QIC and TIQ as required. Attending events to manage logistics, including car pick-ups, venue set-up, registration tables, and other support. Coordinating approvals from MD, FMD and CEO as required Managing payments of 3rd party invoices Working with EA to the CEO to coordinate official CEO correspondence to delegates/speakers and Board, e.g., official invitations, thank you letters. Supporting delivery of QTC audit program of work Assists the risk team manage the internal audit program of work with PWC, including: Tracking document uploads regularly to ensure no duplicates across audits (monthly). Training and supporting users of audit platforms Connect and PWC Perspectives at start of each audit. Initial consultation for document requests and stakeholders across all audits, in collaboration with the Director Enterprise Wide Risk. Tracking progress on audit completion surveys and providing feedback to PWC where required. Setting up and managing SharePoint locations across internal and external audit, managing access and permissions for both internal and external stakeholders. Arranging building access and desk access for auditors while on site. Attending weekly status meetings with PWC and actioning anything as required. Providing light touch support for external audit, but assisting with document coordination, tracking of status and answering any queries QAO may have. Coordinating and providing overflow business support Contributing to the delivery of broader business support across QTC, including: Participating as a member of the broader QTC business support team and providing overflow support during peak delivery times, or when work demands are inconsistent across divisions – managing priorities accordingly. 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 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.