AddressPosition Title:Executive Assistant
Department: Department of Education adn Training
Division: Assurance, Knowledge and Executive Services
Classification: VPS3
Employment Status: Ongoing, full-time
Salary: (Based on experience) salary starting at $47.02/hour + super
Location: Melbourne CBD
ABOUT THE DEPARTMENT
The department leads the delivery of education and development services to children, young people, and adults directly through government schools and indirectly through the regulation and funding of early childhood services, non-government schools, and training programs. For more information, visit Department of Education website.
ORGANISATIONAL VALUES
The Victorian Public Sector Values guide our actions and decisions. For more information, visit DE's values.
POSITION DESCRIPTION
ROLE CONTEXT
The Executive Assistant role is situated within the Assurance, Knowledge and Executive Services Division. This division offers expert advice and support to the department through various portfolio advisory and assurance services. It also provides support to the department's executives and ministers and oversees all Cabinet and Parliament processes.
ROLE PURPOSE
Executive Assistants play a pivotal role in providing executive and divisional administrative support functions to facilitate the effective delivery of department objectives in alignment with DE's Values.
RESPONSIBILITIES
The Executive Assistant's responsibilities include:
- Providing comprehensive administrative support, including email management for the Executive Director and Director of the Assurance branch.
- Managing calendars, including meeting set up/reschedules, room bookings, and event coordination.
- Coordinating incoming and outgoing work and ensuring quality assurance of briefings, meeting papers, correspondence, and other critical documents.
- Managing local corporate service functions such as invoicing, purchasing, staffing requests, records management, and induction support.
- Coordinating travel accommodations and flights via CTM.
- Liaising with the offices of Ministers, the Secretary, Deputy Secretaries, and other key internal stakeholders.
- Identifying the needs of the Executive Director, Director Assurance branch, and wider Division, and supporting new processes to meet demands.
- Building and maintaining positive and professional stakeholder relationships to contribute to a divisional culture based on DE's values.
KEY ACCOUNTABILITIES
Correspondence Management:
- Provide phone support, prepare timely replies to correspondence, and administer correspondence distribution.
Meeting and Event Coordination:
- Arrange meetings and events, prepare materials, act as secretariat during meetings, and manage follow-up actions.
Data and Information Management:
- Compile and maintain updated information systems and records, and gather and record data accurately.
Process and Procedure Advice and Improvement:
- Assist with local corporate service delivery, review and monitor administration work practices, and recommend improvements.
Relationship Management:
- Work cooperatively with office and Divisional staff, establish and maintain relationships with administrative staff in various offices.
REQUIRED CAPABILITIES
Knowledge & Skills:
- Advanced computer skills, planning and organizing abilities, and specialist expertise in administration support.
Personal Qualities:
- Customer focus, initiative, and accountability.
QUALIFICATIONS
- Desirable: Relevant tertiary qualification in a related discipline.
APPLICATION DETAILS
Don't miss out an a great opportunity! To apply for this role, please submit your resume - no cover letter needed. Join the team and contribute to shaping the future of education in Victoria!
