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Department Business Support

Provide executive support and business management support to the Department Head and leadership team across the full range of departmental activities. The role combines high-level executive office support, including calendar, meeting, correspondence, and action management, with business management support in planning, governance and controls, budgeting, executive reporting, business analysis, and acts as a central point of coordination and collaboration with internal and external stakeholders, enabling the Department Head and the department to operate in a structured, compliant, and well managed manner.

Key Responsibilities

Executive Support and Office Management

Provide high-level executive support to the Department Head, manage calendars, appointments, correspondence, information requests, and approvals routed through the executive office, maintain visibility of upcoming priorities, deadlines, and commitments, coordinate travel and departmental logistics, and handle sensitive information with a high level of professionalism, confidentiality, and discretion.

Meeting Coordination and Action Management

Coordinate internal and external meetings, including scheduling, attendance, logistics, agendas, pre-reads, and briefing materials, record decisions and actions, maintain departmental action trackers, planning calendars, and reporting schedules, and follow up with action owners to ensure commitments and deadlines are met.

Business Management

Support the Department Head in the overall management of the business of the department, maintain a broad understanding of the company's strategy, operations, priorities, and challenges, provide insight and analysis on matters affecting the business as a whole, support management decision making and the follow through of decisions, and ensure departmental activities, resources, and commitments are managed in a coordinated and effective manner.

Board, Committee, and Executive Reporting

Prepare board, committee, and executive management materials, including papers, presentations, briefing notes, decision memoranda, and progress reports, coordinate inputs from functional teams, ensure submissions meet governance standards and deadlines, record decisions and actions, and track the implementation of board and committee resolutions.

Department Administration, Knowledge, and Document Management

Coordinate onboarding, offboarding, access, and administrative arrangements for department employees, contractors, and consultants, act as the point of contact for administrative matters affecting the department and own the departmental document control and knowledge management framework, including filing structures, templates, standard formats, version control, and the capture of lessons learned, ensuring records and reference materials are accurately maintained and accessible.

Stakeholder Collaboration

Build and maintain effective working relationships with internal and external stakeholders, collaborate across functions to obtain inputs, align requirements, share information, and resolve issues, support joint initiatives and working groups, and represent the Department Head and the department professionally in internal and external forums.

Policy, Procedure, Governance, and Internal Controls

Support the development, review, and maintenance of departmental policies, procedures, process maps, and governance frameworks, support the completion of stakeholder reviews and the attainment of required approvals, ensure approved policies and procedures are communicated and consistently applied, maintain the departmental delegation of authority matrix and approval workflows, monitor compliance and control adherence, coordinate internal and external audit requests and the closure of audit findings, and maintain departmental policy, procedure, risk, and compliance registers.