Executive Assistant, Office of The CEO Vhba

2 weeks ago

Melbourne, Australia Victorian Health Building Authority Full time

Location: Melbourne | CBD

Job type: Full time / Ongoing

Organisation: Victorian Health Building Authority

**Salary**: $91,418 - $103,725

Occupation: Administration/Secretarial

Reference: VG/DH/HI/1720215

Delivering modern, fit-for-purpose health infrastructure draws on the best thinking and the most innovative solutions across design, engineering, sustainability and asset management disciplines. Working at the Victorian Health Building Authority (VHBA) is a chance to build a career in meaningful, life changing work that will make a difference to communities right across Victoria. You’ll thrive in a work culture where we’re committed to bring the best out of each other, while delivering world class health and wellbeing facilities.

***:
The Executive Assistant provides executive management support to the CEO, provides a pivotal point of contact for key stakeholders and is a key coordinating link between the CEO, The Executive Leadership Team, Deputy Secretary, the division/group, government, Members of Parliament, ministers' offices, and senior departmental management. The Executive Assistant works cooperatively and collaboratively with the Principal Advisor to the CEO and other members of the team to ensure the smooth operation of the Office.

**Are you**
- A highly organised and methodical individual and collaborative team player?
- An excellent communicator with exceptional interpersonal skills and ability to build and maintain relationships at all levels
- Able to work with mínimal supervision, be flexible and take the initiative?
- Comfortable with dealing with sensitive information and operating with a high level of confidentiality and discretion?

**Accountabilities**
- Provide executive, administrative and confidential secretariat support to the CEO and their Office, consistently demonstrating professionalism, discretion, sound judgement, flexibility, initiative and innovation.
- Manage and coordinate the CEO's calendar, including resolution of conflicting priorities based on analysis of those priorities, astute political and organisational awareness, knowledge of key relationships and stakeholder management priorities.
- Ensure the CEO is prepared for meetings by providing meeting and attendee details, proactively seeking and issuing meeting materials to the CEO (within timeframes made clear across the business) and actioning items or providing input on behalf of the CEO.
- Manage and maintain effective and efficient specialist office processes (such as process for CEO approval of communications material, Secretary and Minister briefings, inter-departmental committee and Cabinet materials) and filing and records management on behalf of the CEO and the Office.
- Arrange and provide executive secretarial support at meetings including organising and setting up meetings and leading the creation, coordination and timely distribution of meeting papers, agendas, minutes and actions.
- Operate with a high-level of integrity and autonomy in managing and responding to incoming correspondence and queries, including providing timely advice, allocating or referring issues for resolution and following up as required.
- Ensure all correspondence is prepared in accordance with departmental guidelines and processes and that the department's records management system is maintained accurately and all associated processing is undertaken in a timely manner.
- Manage travel and accommodation arrangements, process finance approvals and invoices, and manage HR and ICT activities including onboarding / offboarding staff on behalf of the CEO and Office.
- Develop and maintain strong working relationships at all levels across the Infrastructure Division and Department.
- Keep accurate and complete records of your work activities in accordance with legislative requirements and the department's records, information security and privacy policies and requirements.
- Take reasonable care for your own health and safety and for that of others in the workplace by working in accordance with legislative requirements and the department's occupational health and safety (OHS) policies and procedures.

**Mandatory Vaccination Policy**

**HOW TO APPLY**:
For this position, you are not required to address each of the key selection criteria in a separate written document.

Applicants must be an Australian Citizen, Permanent Resident or hold a valid work permit or visa. Work eligibility will be checked as part of the recruitment process.

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