Executive Officer to the Chief Operating Officer (COO) – MELBOURNE

This government owned organisation has embarked on a program of transformational change. A uniquely positioned, service focussed operation (used by many Australians), with a head count of around 3000 white- and blue-collar staff. Underpinned by operations across the whole of Australia, with high profile projects and a transformational agenda to deliver within an ever-evolving industry.

Diversity and inclusiveness are part of this service focussed culture. They offer genuine long-term career opportunities within an organisation that cares for their people.

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. You will be responsible for directing activities across the function based on the priorities of the COO, ensuring strategic priorities are actioned and whole-of-enterprise service provision across project delivery, shared services provision, commercial contracting & procurement along with facility management is achieved.

Additional support will be required around major portfolio delivery in supporting the COO as the sponsor of various investment strategies.

This will be achieved through the provision of effective collaboration, coordination and internal governance to support the function. The successful candidate will contribute to the long-term success of the organisation through effective relationship management and an outcomes-focus for all deliverables.

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.   

• 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.   

• Chief Operating Officer, COO Leadership Team, Direct Reports (x4), Transformation Office Team, Executive Assistants/Advisors, Project Co-ordinators and Deputy Board Secretary  

• 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.   

•   You ideally have acted as an Executive Officer / Right Hand person to and run the office of a COO, or SLT/EXCO member.
• Alternatively, you have gained experience across a combination of, or expertise within transformation & change, project delivery, shared services provision, commercial contracting & procurement or facilities management.
• Your board reporting and project management skills are outstanding.
• You can influence at SLT/EXCO level and are comfortable presenting to (if required) and dealing with the board.
• You have gained experience in tougher industries such as construction, engineering, transport, or infrastructure (blue collar type environments).
• The role is a two to three year stepping stone to a leadership role within the wider business (assuming all goes well of course)!
• A hybrid work model (60 % WFO, note Melbourne office is north of the CBD), & 40% WFH (this may vary on an ad-hoc basis according to the COO & business needs and cycles). Some domestic travel (albeit not onerous).
• Compensation is in line with market (and role title/experience indicated).
• Melbourne location is strongly preferred. Applications will however be considered from candidates who can demonstrate the required experience and are willing to travel regularly to / FIFO of Melbourne.  

Please apply if the role sounds of genuine interest, your experience aligns as described above (please note commercial and operational nature of the role and Melbourne location) and you have the right to work in Australia (I appreciate your understanding). For further information please contact dom@peoplecorp.com.au. Unsolicited applications will be forwarded to Peoplecorp who are retained for this search.