Executive Assistant and Board Secretary

3 weeks ago

Melbourne, Australia Department of Health Full time

Location: Melbourne | CBD

Job type: Full time / 12 months

Organisation: Department of Health

**Salary**: Salary not specified

Occupation: Administration/Secretarial

Reference: VG/DH/RRIL/1733738

VARTA is a statutory authority guided by the Assisted Reproductive Treatment Act 2008 and the Minister for Health’s Statement of Expectations. VARTA helps people understand what they can do to improve their chance of having a baby. We regulate assisted reproductive treatment (ART) providers and prioritise the best interests of people having ART, and their future children. We support people involved in donor conception to get the information they need and to achieve their connection preferences.

***:

- Are you an Executive Assistant looking to be a part of a meaningful organisation?
- Newly created role $92,000 - $104,000 p.a. plus super
- CBD-based + Hybrid Working + Fixed Term 12 months position.

The Executive Assistant & Board Secretary is responsible providing executive management support to the Chief Executive Officer and administrative support across the authority to ensure the smooth and efficient running of the office. This is also a pivotal point of contact for key stakeholders from a diverse range of government, private, public and community service sectors.
The position also provides secretariate support to the VARTA Board, including Board meeting agenda preparation, distribution of Board papers and taking Board meeting minutes.

**Accountabilities**:
As an Executive Assistant and & Board Secretary, your responsibilities include, but not limited to:

- Arrange meetings and conferences, including coordinating papers, organising venues, agendas, taking minutes and follow-up actions and making travel and accommodation arrangements
- Proactively work with senior management and staff to provide administrative support to enable the smooth and efficient running of the office
- Respond to queries, provide timely advice and take follow up action as required, including correctly redirecting incoming correspondence and telephone queries
- Operate wiht confidentiality and discretion at all times
- Keep accurate and complete records of your work activities in accordance with legislative requirements and VARTA records, information security and privacy policies and requirements
- Support the VARTA Chair and Board including Board meeting agenda preparation, coordinating and distributing Board papers, and taking minutes of Board meetings
- Contribute to building a positive and supportive team culture
- Undertake other duties as required

**About you**:
To be successful in this role, you will possess:

- Highly developed organisational, interpersonal, and writing skills
- Strong Attention to detail
- Ability to develop and implement systems and procedures to guide work and track progress
- Ability to establish and maintain productive working relationships, including contributing to positive workplace culture

Whilst not essential, experience in providing secretariate support to a Board as well as knowledge of government processes and information systems are highly regarded.

To learn more about the position and its requirements, please refer to the attached **Position Description.**

**Mandatory Vaccination Policy**

**Application Eligibility**

**Application of JSE Policy**:
**Notification this is not a VPS Role**

**HOW TO APPLY**:

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