Description:
We are seeking an experienced Government Affairs Coordinator to join our dynamic team. As the Government Affairs Coordinator you will work closely with the Director, Government Affairs, WIB & Reputation Strategy within the Corporate Affairs and Community function, a business unit which brings together Government Relations, Media Relations, Corporate and Business Communications, and Foundations teams.
This role exists to support the Director, Government Affairs, WIB & Reputation Strategy, by providing efficient and effective coordination of team and office functions including briefing note support, forward team planning, travel and event logistics, and administration and diary management processes.
You will operate in a fast-paced environment. You will be able to work autonomously and as part of a team, liaising with a multitude of stakeholders across the broader Westpac Group.
Key Responsibilities:
- Diary and email management for the Director, Government Affairs, WIB & Reputation Strategy, including coordination of all meetings/conferences.
- Preparation of agendas and documents.
- Coordination of leadership team key meetings.
- Support the team with event logistics, presentations, and draft briefing notes for political and stakeholder meetings and events.
- Ensure all material required for meetings is collated in a timely manner.
- Prompt handling of internal and external stakeholder requests.
- Maintaining a strong Executive Assistant network with stakeholders.
- Processing all accounts in a timely manner which includes Invoice approvals and credit card reconciliations.
- Approval for Coupa, Staff reimbursements, IT requests in IT Store, SRM, Optus), PeopleHQ leave approval and eAcademy Learning requests.
- Updating and maintaining the team organisational chart and distribution lists, ensuring these are accurately reflected in the People Directory.
- Updating teamwork registers and stakeholder distribution contact lists.
- Ensure that the Government Affairs political expenditure register, and the My Compliance Office platform (MCO), is updated regularly, and third-party disclosures / AEC and Westpac annual reporting is completed in the timeframes provided.
- General day to day office management support for the Director, Government Affairs, WIB & Reputation Strategy.
- Maintain the National Press Club addresses and event register processes in a timely fashion.
- Liaise and complete internal and external stakeholder requests for events, which includes table registrations, meeting documents, agendas, stakeholder inquiries and continued administrative support throughout the event process.
- Ensure upcoming events are in events register and maintained with actions required.