Job Description

Designation : Executive Assistant (Code- DPM 14-37)

Job Description / Responsibilities:

 

IDENTIFICATION
AGENCY: Department of Personnel Management	SYSTEM POSITION# (10-Digits):		REF#: DPM14-37
OFFICE: Office of the Public Service HR/Payroll Services	DESIGNATION/CLASSIFICATION: Executive Assistant/Grade 10
DIVISION: Database & Application Support Division	LOCAL DESIGNATION: Executive Assistant
BRANCH: N/A	REPORTING TO: Executive Manager	SYS POS# (10-Digits):	REF#: DPM14-36
SECTION: N/A	LOCATION: Central Government Office, Level 3, Waigani, NCD

HISTORY OF POSITION
FILE REFERENCE	DATE OF VARIATION	DETAILS
AGENCY REFERENCE/FILE NO:	Structure Approved Date:	27th March 2025

2.PURPOSE

The Executive Assistant to the Executive Manager provides high-level administrative support to the Executive Manager and other Managers within the Whole-of-Government Payroll Office. This role involves managing a wide range of administrative tasks, coordinating executive communications, and ensuring the smooth operation of the Executive Manager’s Office. The Executive Assistant serves as a key point of contact and liaison between the Executive Manager, internal functions, external stakeholders, and the broader DPM organization.

3.DIMENSIONS

Dimensions for the position of Executive Assistant to the Executive Manager’s Office encompass a broad range of responsibilities and interactions that contribute to the effective functioning of the EM's office and support the organization's goals and objectives. Firstly, the role involves extensive calendar management and scheduling, where the assistant must adeptly coordinate the EM's time, balancing various commitments, meetings, and travel arrangements. This dimension requires exceptional organizational skills and the ability to prioritize tasks efficiently to optimize the EM's schedule and ensure alignment with strategic priorities. Additionally, the assistant serves as a central point of contact for internal and external stakeholders, handling communications and inquiries with professionalism and discretion. This dimension emphasizes the importance of effective communication and interpersonal skills, as the assistant must liaise with diverse individuals and represent the EM's office with tact and diplomacy.

Secondly, the Executive Assistant plays a pivotal role in facilitating seamless communication and information flow within the Executive Manager’s office and across the organization. This dimension encompasses tasks such as drafting correspondence, preparing reports and presentations, and managing documentation. The assistant must demonstrate strong attention to detail and proficiency in written communication to ensure accuracy and clarity in all correspondence and materials produced. Moreover, the assistant supports meeting coordination and follow-up activities, including agenda preparation, minute-taking, and action item tracking. This dimension underscores the importance of proactive problem-solving and organizational agility, as the assistant must anticipate the Executive Manager’s needs and address challenges efficiently to enable effective decision-making and action. Overall, the dimensions of this position highlight the critical role that the Executive Assistant plays in supporting the Executive Manager’s office and contributing to the overall success of the organization.

4. PRINCIPLE ACCOUNTABILITIES

Calendar and Schedule Management:

• • Efficiently manage the Executive Manager’s calendar, including scheduling appointments, meetings, and travel arrangements.
  • Coordinate and prioritize conflicting demands on the Executive Manager’s time, ensuring optimal allocation to strategic initiatives and critical tasks.
  • Anticipate and resolve scheduling conflicts, last-minute changes, and logistical issues to maintain the Executive Manager’s productivity and availability.

Communication and Correspondence:

• • Serve as the primary point of contact for internal and external stakeholders, screening and directing inquiries, calls, and emails to appropriate parties.
  • Draft, edit, and proofread correspondence, reports, presentations, and other documents on behalf of the Director, ensuring accuracy, clarity, and professionalism.
  • Facilitate effective communication flow between the Director and staff, departments, clients, partners, and other stakeholders, conveying messages accurately and promptly.

Administrative Support and Coordination:

• • Provide comprehensive administrative support to the Director, including organizing meetings, conferences, and events, managing logistics, agendas, and materials.
  • Prepare and distribute meeting agendas, documents, and presentations, ensuring timely dissemination and follow-up on action items.
  • Maintain confidential files, records, and documentation related to the Executive Manager’s office, exercising discretion and confidentiality in handling sensitive information.

Information Management and Research:

• • Conduct research, gather data, and compile reports, presentations, and briefing materials to support the Executive Manager’s decision-making and strategic planning processes.
  • Organize and maintain electronic and physical files, databases, and archives, ensuring accessibility, accuracy, and compliance with records management protocols.
  • Monitor industry trends, market developments, and regulatory changes relevant to the Executive Manager’s areas of responsibility, providing timely updates and insights.

Project Coordination and Special Assignments:

• • Assist in coordinating special projects, initiatives, and cross-functional teams, facilitating collaboration, tracking progress, and ensuring timely completion of deliverables.
  • Undertake ad-hoc tasks, assignments, and research projects as delegated by the Director, demonstrating flexibility, initiative, and resourcefulness in addressing emerging needs and priorities.
  • Serve as a liaison between the Director and internal departments, external partners, vendors, and stakeholders, fostering positive relationships and effective communication channels.

5 MAJOR DUTIES

Calendar and Schedule Management:

• • Efficiently manage the Executive Manager’s calendar, including scheduling appointments, meetings, and events.
  • Coordinate travel arrangements, accommodations, and itineraries for the Executive Manager’s business trips.
  • Prioritize and adjust appointments and commitments based on the Executive Manager’s priorities and urgencies.
  • Anticipate scheduling conflicts and proactively resolve them to ensure the Executive Manager’s time is optimized.

Communication and Correspondence:

• • Serve as the primary point of contact for internal and external stakeholders, screening and redirecting communications as necessary.
  • Draft and prepare correspondence, emails, reports, presentations, and other documents on behalf of the Director.
  • Manage incoming calls, emails, and messages, responding promptly or directing them to the appropriate individuals.
  • Ensure timely and accurate dissemination of information to relevant parties, maintaining confidentiality as needed.

Administrative Support and Coordination:

• • Provide comprehensive administrative support to the Director, including organizing meetings, conferences, and events.
  • Prepare meeting agendas, materials, and presentations, and coordinate logistical arrangements.
  • Record meeting minutes, track action items, and follow up on outstanding tasks to ensure timely completion.
  • Maintain organized and up-to-date files, records, and documentation related to the Executive Manager’s office activities.

Information Management and Research:

• • Conduct research and gather data on various topics as assigned by the Director, compiling findings into reports or presentations.
  • Manage information databases, archives, and knowledge repositories, ensuring accessibility and accuracy.
  • Stay informed about industry trends, market developments, and relevant news to provide updates and insights to the Director.
  • Assist in analyzing data, preparing reports, and making recommendations to support the Executive Manager’s decision-making process.

6.NATURE AND SCOPE

6.1     WORKING RELATIONSHIP

Internal Relationships:

1. Executive Manager: The Executive Assistant works closely with the Director, providing administrative support, managing their schedule, and facilitating communication with internal and external stakeholders.
2. Senior Management Team: The Executive Assistant interacts with other members of the senior management team, assisting with coordination, communication, and administrative tasks to support the organization's strategic objectives.
3. Department Heads: The Executive Assistant collaborates with department heads to schedule meetings, coordinate initiatives, and disseminate information from the Executive Manager’s office to various departments within the organization.
4. Administrative Staff: The Executive Assistant may liaise with administrative staff members to delegate tasks, coordinate support services, and ensure the smooth operation of office processes.

External Relationships:

1. Clients and Customers: The Executive Assistant may interact with clients and customers on behalf of the Executive Manager, handling inquiries, scheduling meetings, and facilitating communication to ensure positive relationships and client satisfaction.
2. Vendors and Suppliers: The Executive Assistant may communicate with vendors and suppliers to coordinate services, manage contracts, and facilitate procurement processes to support the organization's operational needs.
3. External Partners and Stakeholders: The Executive Assistant may engage with external partners, stakeholders, and community members to coordinate meetings, events, or collaborations on behalf of the Director, fostering positive relationships and representing the organization professionally.

Cross-Functional Relationships:

1. Human Resources: The Executive Assistant may collaborate with the HR department on various administrative tasks, such as employee onboarding, HR documentation, or coordination of HR-related meetings or events.
2. Finance and Accounting: The Executive Assistant may interact with finance and accounting personnel to assist with budget management, expense reporting, or financial documentation related to the Executive Manager’s office.
3. IT Department: The Executive Assistant may liaise with the IT department to address technology-related issues, coordinate equipment purchases or upgrades, and facilitate access to digital resources needed for administrative tasks.
4. Marketing and Communications: The Executive Assistant may work with the marketing and communications team to coordinate promotional activities, prepare marketing materials, or facilitate communication efforts on behalf of the Executive Manager’s office.Top of Form

6.2    WORK ENVIRONMENT

The work environment of the Executive Assistant to the Executive Manager’s Office is characterized by professionalism, teamwork, and a focus on supporting the Director and the organization's goals and objectives.

7.CONSTRAINTS FRAMEWORK AND BOUNDARIES

• Public Service Management Act
• Public Service General Orders 2014
• NEC Decisions
• Circular Instructions

8.CHALLENGES

Managing Multiple Priorities and Demands: One of the primary challenges for an executive assistant is juggling multiple priorities and demands simultaneously. The role often involves supporting the Director with a wide range of tasks, including scheduling, communication, administrative duties, and project coordination. As such, the executive assistant may face competing deadlines, conflicting priorities, and unexpected interruptions, requiring strong organizational skills, time management, and the ability to prioritize effectively to ensure that critical tasks are completed on time and with accuracy.

Handling Confidential and Sensitive Information: Another significant challenge for an executive assistant is handling confidential and sensitive information with discretion and professionalism. The executive assistant often has access to privileged information, including confidential correspondence, financial data, strategic plans, and personnel matters. Maintaining confidentiality and safeguarding sensitive information is essential to protect the organization's interests, maintain trust, and uphold ethical standards. The executive assistant must exercise discretion, integrity, and sound judgment when handling confidential information, ensuring that it is not disclosed inappropriately and is protected from unauthorized access or disclosure. This requires a high level of trustworthiness, confidentiality, and adherence to confidentiality policies and procedures.

9.QUALIFICATIONS, EXPERIENCES, SKILLS AND COMPETENCIES

(a) Qualifications

The Essentials

1. Professional Certifications: While not always required, obtaining professional certifications related to office administration, executive assistance, or specific software applications (such as Microsoft Office) can enhance a candidate's qualifications and competitiveness in the job market. Examples of relevant certifications include Certified Administrative Professional (CAP), Certified Executive Assistant (CEA), and Microsoft Office Specialist (MOS) certifications.
2. Continuing Education and Professional Development: Given the evolving nature of administrative roles and office technology, ongoing education and professional development are valuable for executive assistants. Candidates who demonstrate a commitment to lifelong learning, participate in relevant workshops, seminars, or training programs, and stay updated on industry trends and best practices are often viewed favorably by employers.

While academic qualifications are important, employers also consider factors such as relevant work experience, skills, and personal qualities (such as professionalism, attention to detail, and communication abilities) when evaluating candidates for the position of Executive Assistant to the Executive Manager’s Office. Therefore, individuals interested in this role should strive to develop a combination of education, experience, and skills that align with the demands of the position and the needs of the organization.

(b) Work Experience

Overall, candidates for the position of Executive Assistant to the Executive Manager’s Office should have a combination of relevant work experiences, skills, and qualities that demonstrate their ability to effectively support senior executives and contribute to the smooth operation of the Executive Manager’s office.

Administrative Experience: Candidates should have a solid background in administrative roles, preferably with several years of experience supporting senior executives or management teams. Experience in office administration, clerical duties, and organizational tasks is essential for success in this role.

Executive Support Experience: Candidates should have experience providing executive support, including managing calendars, scheduling meetings, coordinating travel arrangements, and handling correspondence on behalf of senior leaders. Experience working directly with executives or senior management is highly valued.

(c) Knowledge

Technology Proficiency: Proficiency in using office software applications such as Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) is typically required for this role. Experience with calendar management tools, email systems, and other relevant software programs is also beneficial.

(d) Skills & Competencies

Communication Skills: Strong verbal and written communication skills are essential for effectively interacting with internal and external stakeholders, drafting correspondence, and conveying messages on behalf of the Director. Candidates should have experience communicating professionally and diplomatically in a variety of settings.

Organizational Skills: The ability to manage multiple tasks, priorities, and deadlines simultaneously is crucial for success as an executive assistant. Candidates should have experience organizing meetings, maintaining schedules, and coordinating logistics for events or projects.

Problem-Solving Abilities: Executive assistants often encounter unexpected challenges or obstacles in their role and must be able to think critically and find solutions quickly and efficiently. Candidates should have experience identifying problems, analyzing situations, and implementing effective solutions.

Adaptability and Flexibility: The ability to adapt to changing priorities, deadlines, and work environments is essential for executive assistants. Candidates should have experience working in fast-paced environments and demonstrating flexibility in responding to evolving needs and requirements.

Professionalism and Discretion: Executive assistants often handle sensitive and confidential information and must maintain a high level of professionalism, integrity, and discretion. Candidates should have experience handling confidential information with sensitivity and maintaining confidentiality at all times.

 

Job Type:

Full Time

Language Requirements:

English

Salary(per annum):

K29012.00

Job Location:

Waigani

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