You will act as the right-hand person to the Chief Operating Officer (COO) and help run their office/function effectively (from Melbourne). Providing strategic support in the running of the COO function and implementation of COO priorities and plans.

This role will work closely with the COO leadership team, the executive leadership team and senior leaders to drive strategic alignment and sustain the organisation as a high performing, integrated team, contributing to the creation of a positive organisational culture. Specific responsibilities as follows:

• Set and manage COO corporate calendar, aligned to the corporate calendar.
• Working with the COO Governance and Reporting team, Company Secretariate and Office of the CEO, Transformation Office and other Executive Officers, ensure all COO reports and actions are completed on time and to the standard expected in Executive and Board performance reports.
• Working with finance, oversee the COO budget and procurement activities to ensure effective financial management and vendor management.
• Work with the Government Relations team to ensure the COO is effectively prepared for any external forums, such as Department meetings, senate estimates, industry / customer meetings.
• Provide authoritative technical advice in partnership with the COO SLT, and on behalf of the COO when unavailable, on a wide remit of policy, organisational service provisions matters, business governance, project alignment and/or detail, commercial procurement and shared services.
• Responsible for working with internal communications to develop and implement the COO and COO SLT communications plan including planning & managing the COO’s Townhall sessions.
• Identify and prioritise issues for COO attention and proactively follow up on issues ensuring timely review and resolution.
• Support the COO meetings and stakeholder engagement, including representing the COO as required.
• Work with members of the Executive and broader leadership team to coordinate actions, resolve issues and deliver improvements.
• Create strong partnering relationships and act as a coach and advisor to the COO SLT, in support of the delivery of COO’s annual performance and program delivery plan.

Compliance, Systems and Reporting

• Lead coordination and effective review processes of Executive and Board Reporting, ensuring organisational timeframes are met and quality is delivered.
• Support development of agenda items and meeting minutes as required.
• Work closely with the Executive Advisors, Transformation Office, Procurement, Contacts & Sourcing group and Deputy Board Secretary to proactively manage all Portfolio, Executive and Board actions.
• Manage the Government Relations processes, for COO, including Senate Estimate briefs, Questions on Notice, FOIs, etc.
• Lead procurement activities and manage vendor relationships with respective COO senior leaders on behalf of the COO, including preparation of approval memos, contract management and performance monitoring activities.
• Oversight of the COO budget and manage effective management of investment across the function.
• Support in the coordination of risk management and audit activities across the function.

• Instils trust – gains the confidence and trust of others through honesty, integrity and authenticity. Consistently displays a high level of self-motivation, initiative and resourcefulness, together with the ability to work with independently and within ambiguity.
• Strategic mindset – adaptive ability to translate strategy into action and address evolving dynamics / active prioritisation.
• Business insight – applies comprehensive working knowledge of business, financial and operational performance knowledge to make sound decisions and understands how business frameworks and policies affect decisions.
• Knowledge of processes and governance across the machinery of government.
• Exceptional planning and organising expertise, overseeing activities to efficiently meet business objectives in particular support activities and co-ordinate deliverables across project delivery, commercial contracting, procurement and shared services divisions.
• Collaborates and builds networks (internally and externally) with others to meet shared objectives.
• Proven experience managing complexity and making sound decisions supporting senior executives operating across complex and diverse stakeholder environments.
• Exceptional interpersonal and communication skills. Confidently engages with a range of stakeholders, including Executive Leadership Team, senior leaders and employees.
• Ability to influence, manage conflict and problem solve, with a demonstrated commitment to confidentiality and integrity.
• Desirable tertiary level studies/qualifications in business management, finance or equivalent.