Executive Support Officer

The Department of Education is seeking an experienced Executive Support Officer to provide high level administrative support to the leadership team in Conduct and Integrity Division (CID). You will perform duties including email and calendar management, coordination of recruitment functions and supporting the leadership team to build a high performing and supportive culture.

This is a diverse, hands-on role that requires high levels of professionalism and discretion when dealing with confidential and sensitive information, strong interpersonal skills and attention to detail. You will need to manage relationships with a wide range of internal and external stakeholders on behalf of the Executive leadership team.

The purpose of the Executive Support Officer role is to provide timely and high-quality support for the Executive Director and Directors within the Conduct and Integrity Division. Showing initiative, forward planning and anticipating the needs of the Executive leadership team is paramount.

The role requires attention to detail, flexibility, and the ability to manage competing demands and deadlines. It includes high-quality executive, administrative, and project support, management of office support services, record keeping, and application of administrative policies, procedures, and protocols.

As part of this role, the Executive Support Officer will be expected to undertake a range of functions including:

• providing high-level administrative support, including independent diary management, scheduling meetings, booking meeting rooms, collation and preparation of meeting papers
• thinking innovatively in identifying and anticipating the needs of the Executive leadership team as they develop and implementing new processes to meet requirements
• coordinating and managing recruitment functions across the division on behalf of the Executive leadership team and managers, including supporting the onboarding of new staff
• organising payment of invoices, raise purchase orders using the Department's electronic purchasing system
• preparing and/or providing quality assurance of staffing and procurement requests for executive-level approval
• assisting in the preparation of reports, minutes and meeting agendas
• coordinating a range of culture-building divisional activities and undertaking other duties as required
• engaging in or managing a range of projects relevant to the activities of the Executive leadership team and the broader division.

To apply for this role please provide a CV and a cover letter (2 pages) outlining your skills and experience relevant to the key selection criteria and the accountabilities of the role.

For more details regarding this position please contact Gihan Senanayake Senior Project Officer, Corporate Improvement, ***************@education.vic.gov.au or 03 7022 0***.

The Department values diversity and inclusion in all forms - gender, religion, ethnicity, LGBTIQ+, disability and neurodiversity. Aboriginal and Torres Strait Islander candidates are strongly encouraged to apply. For more information about our work, working for the Department, diversity and inclusion, and our employment conditions visit the Department website , HRWeb and our Diversity and Inclusion page. Applicants requiring adjustments can contact the nominated contact person.

Information about the Department of Education's operations and employment conditions can be obtained from the following websites: www.education.vic.gov.au and http://www.education.vic.gov.au/hrweb/Pages/default.aspx

Applications close: 1 May 2024