Communications Support Officer

5 months ago

Melbourne, Australia Rail Projects Victoria Full time

Location: Melbourne | CBD

Job type: Full Time - Fixed Term

Organisation: Rail Projects Victoria

**Salary**: $74,580 - $82,571

Occupation: Communications, Marketing and Media

Reference: 4534

**Why work with us**:
Employees at MTPO, VIDA have access to a wide variety of opportunities, with an extensive range of career and capability development programs designed to develop our team. We want you to grow, develop and learn with us. We want your work to provide you with a strong sense of purpose and achievement. MTPO, VIDA has one of the most progressive wellbeing programs in the industry. We recognise that our people are critical to our ability to deliver projects and achieve key milestones and we understand that a holistic approach is required in engaging, satisfying, and retaining our people.

Our vision is to build a safe and trusting environment that values and pursues balance and health and provides a strong platform for continuous development and high performance.

MTPO, VIDA has assembled a skilled team of highly experienced professionals from across the public and private sectors to ensure the objectives of its projects are achieved for the Victorian community.

**Key Accountabilities**:

- Organise and set up internal and external meetings, briefings and presentations including issuing invitations, preparing materials, organising venues, taking meeting minutes, booking transport, safety documentation and catering.
- Coordinate team inputs for a variety of reports and dashboards within set timeframes, reviewing content and formatting to maintain a high standard, and manage distribution to key stakeholders as required.
- Coordinating financial and business support including sourcing quotes, processing invoices, regular reporting, contract administration and managing procurement documentation.
- Work collaboratively with support staff within the Strategic Communications team and broader MTPO on communications and administrative tasks as required.
- Providing support across the Strategic Communications division by assisting with a range of communications and engagement activities including community events, activations, presentations, pop ups and promotional events.
- Manage and maintain local records and document management databases and assist team members with electronic records management.

**Key Selection Criteria**:

- Strong experience providing a range of executive administrative support services, preferably in the context of a major infrastructure project or similar environment.
- Well-developed written communication skills, including the ability to prepare, edit, format and proofread communications, presentations, and other documents to a high level of quality and with attention to detail.
- Strong organisational skills with demonstrated ability to arrange and coordinate meetings, events, and workshops with a range of stakeholders.
- Strong experience recording, transcribing, and distributing meeting minutes and associated documentation.
- Proven ability to prioritise tasks, be strategic, exercise judgment and solve problems independently in a fast-paced environment with tight, often conflicting deadlines.
- Demonstrated ability to manage team records, document management systems and processes, financial records and / or procurement processes including the ability to manage sensitive information.

**Position Description**:

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