Executive Assistant

Company description:

VPS4 $92,332 - $104,762 plus Superannuation

Ongoing Fulltime

About Us

The Department of Transport and Planning oversees key planning, transport and land use policy decisions and management across the State. A life-cycle approach to planning, building, connecting and sustaining communities means our people can come together to; improve services, deliver sustainable projects, focus on customer engagement, streamline regulatory approval pathways, facilitate community consultation and better realise local economic opportunities for more liveable communities across Victoria.

Network Design and Integration is a Group within the Department of Transport and Planning, and is responsible for transforming network strategies and plans into deliverable transport solutions. It does this by delivering informed investment options through planning and delivering infrastructure and deployment of asset management processes, including property.

The Rolling Stock Development Division (RSD) is part of the Network Design and Integration Group (ND&I) within the Department of Transport and Planning. RSD supports the delivery of new rolling stock, majorrefurbishments and upgrades, while supporting local jobs and industry. We provide advice on rollingstock, related infrastructure and systems to ensure Victoria's fleets meet current and future requirements.

We're focused on outcomes that deliver more choice, connections and confidence in our travel, ensuring the whole transport network works as one to deliver better services and outcomes.

About the Role

The Executive Assistant sits in the Asset Communication and Strategy (AC&) branch within the Department of Transport and Planning's Rolling Stock Development (RSD) division and is responsible for all asset communications systems replacement, maintenance and strategy of the state's rolling stock.
The role ensures the Executive Director, Asset Communication and Strategy, is equipped for meetings and assists in facilitating the flow of information to meet deadlines and respond to stakeholders in a timely manner as well as supporting the wider project team. Timely calendar management and interfacing with stakeholders (and their respective project support

To access the Position Description, please click here

Position Outcomes / Accountabilities

In this position, you will provide high-level administrative support to the Executive Director, Asset Communication and Strategy, including diary management, meeting coordination, and general administrative tasks to enhance project communication and efficiency. Develop and maintain effective relationships with internal and external stakeholders, including senior management and key project partners. Manage correspondence and information activities for the Executive Director, ensuring adherence to tight deadlines and quality standards while providing efficient project support and coordination.

Key Selection Criteria

KNOWLEDGE AND SKILLS

•Enthusiastic administration and project support skills, including diary management and inbox coordination.
•Demonstrated excellent verbal and written communication skills.
•Stakeholder Management: Establishes positive and effective working relationships with the team and project stakeholders.
•Project Delivery: Excellent organisational skills including the ability to prioritise tasks and meet deadlines to effectively balance competing demands.
•Initiative and accountability: Proactive and self-starting; Seizes opportunities and acts upon them; Takes responsibility for own actions.

Qualifications and Experience

Desirable

• Previous experience in Government is desirable.
• Experience and/or willingness to engage in high level executive support would be well-regarded.

What we offer

• Meaningful work making Victorian communities more accessible and liveable
• Professional growth and development opportunities across the department and the wider Victorian Public Services
• A hybrid working model focused on collaboration and teamwork
• Optimal work-life balance initiatives including flexible working arrangements
• Opportunity to work across multiple urban and suburban hubs
• We prioritise the development of a safe and inclusive culture

Culture Value

We are an equal opportunity employer, embracing a diverse range of applicants such as veterans, and people who identify as Aboriginal and/or Torres Strait Islander, LGBTQIA community members, individuals with disabilities and/or health conditions, as well as those from varied faith and cultural backgrounds. At our department, we prioritize the development of a safe, inclusive, and high-performance culture through shared actions and behaviours that align with our strategy and direction. This empowers our employees to effectively contribute to our goals.

How to Apply

DTP Employees or DTP Affiliates with VGP login details

If you wish to apply for this position, kindly click here and log in to begin the application process.

Applications close 11.59pm on Monday, 8 July 2024.

All Applications should include a resume and a cover letter. For further information about the role please contact Matthew A Switkowski, Executive Director Asset Communications and Strategy via email ***************@transport.vic.gov.au.

Preferred applicants may be required to complete a police check and may be subject to other pre-employment checks. Information provided to the Department of Transport and Planning will be treated in the strictest confidence.

Please let us know by phone or email if you need any adjustments to fully participate in the recruitment process. If you require the ad or any attachments in an accessible format (e.g., large print) due to viewing difficulties or other accessibility needs, we are happy to accommodate.

Job description:

About the Role

The Executive Assistant sits in the Asset Communication and Strategy (AC&) branch within the Department of Transport and Planning's Rolling Stock Development (RSD) division and is responsible for all asset communications systems replacement, maintenance and strategy of the state's rolling stock.
The role ensures the Executive Director, Asset Communication and Strategy, is equipped for meetings and assists in facilitating the flow of information to meet deadlines and respond to stakeholders in a timely manner as well as supporting the wider project team. Timely calendar management and interfacing with stakeholders (and their respective project support

To access the Position Description, please click here

Position Outcomes / Accountabilities

In this position, you will provide high-level administrative support to the Executive Director, Asset Communication and Strategy, including diary management, meeting coordination, and general administrative tasks to enhance project communication and efficiency. Develop and maintain effective relationships with internal and external stakeholders, including senior management and key project partners. Manage correspondence and information activities for the Executive Director, ensuring adherence to tight deadlines and quality standards while providing efficient project support and coordination.

Key Selection Criteria

KNOWLEDGE AND SKILLS

•Enthusiastic administration and project support skills, including diary management and inbox coordination.
•Demonstrated excellent verbal and written communication skills.
•Stakeholder Management: Establishes positive and effective working relationships with the team and project stakeholders.
•Project Delivery: Excellent organisational skills including the ability to prioritise tasks and meet deadlines to effectively balance competing demands.
•Initiative and accountability: Proactive and self-starting; Seizes opportunities and acts upon them; Takes responsibility for own actions.

Qualifications and Experience

Desirable

• Previous experience in Government is desirable.
• Experience and/or willingness to engage in high level executive support would be well-regarded.

What we offer

• Meaningful work making Victorian communities more accessible and liveable
• Professional growth and development opportunities across the department and the wider Victorian Public Services
• A hybrid working model focused on collaboration and teamwork
• Optimal work-life balance initiatives including flexible working arrangements
• Opportunity to work across multiple urban and suburban hubs
• We prioritise the development of a safe and inclusive culture

Culture Value

We are an equal opportunity employer, embracing a diverse range of applicants such as veterans, and people who identify as Aboriginal and/or Torres Strait Islander, LGBTQIA community members, individuals with disabilities and/or health conditions, as well as those from varied faith and cultural backgrounds. At our department, we prioritize the development of a safe, inclusive, and high-performance culture through shared actions and behaviours that align with our strategy and direction. This empowers our employees to effectively contribute to our goals.

How to Apply

DTP Employees or DTP Affiliates with VGP login details

If you wish to apply for this position, kindly click here and log in to begin the application process.

Applications close 11.59pm on Monday, 8 July 2024.

All Applications should include a resume and a cover letter. For further information about the role please contact Matthew A Switkowski, Executive Director Asset Communications and Strategy via email ***************@transport.vic.gov.au.

Preferred applicants may be required to complete a police check and may be subject to other pre-employment checks. Information provided to the Department of Transport and Planning will be treated in the strictest confidence.

Please let us know by phone or email if you need any adjustments to fully participate in the recruitment process. If you require the ad or any attachments in an accessible format (e.g., large print) due to viewing difficulties or other accessibility needs, we are happy to accommodate.