Executive and Office Coordinator

2 weeks ago

Melbourne, Australia Service Victoria Full time

Location: Melbourne | Western Metropolitan

Job type: Full time / until 27 June 2025

Organisation: Service Victoria

**Salary**: $92,332 - $104,762

Occupation: Administration/Secretarial

Reference: VG/SV/TECH/1786878/AC2

Executive and Office Coordinator I VPSG4 I Fixed term until 27 June 2025 I $92,332 - $104,762 plus superannuation

**Who we are**

Service Victoria is the one place to go for government services. It's our job to make things easy. Our customers give our services an overall 96% satisfaction score, and our app was the most downloaded in Australia for 2021.

The Service Victoria culture is dynamic and fast-paced, we're not what you'd expect from a government department. We work flexibly and remotely, using our workspaces in Footscray and Ballarat for onsite collaboration. We have a mature digital services platform of contemporary cloud-based infrastructure, technical architecture and scalable and reusable common capabilities, with real-time integration into agency legacy systems.

Service Victoria is an Administrative Office attached to the Department of Government Services (DGS). DGS was established on 1 January 2023 to improve everyone's experience of doing business and interacting with the Victorian government.

Service Victoria and DGS are bringing important day-to-day services together in one department to make things easy and seamless for Victorians and businesses.

**About the role**

The Executive & Office Coordinator provides administrative support to Service Victoria's Executive Leadership Team, helping to prioritise their time and deliver their portfolio responsibilities. The Executive & Office Coordinator also oversees Service Victoria's Footscray office, including raising facilities and maintenance requests, stationary orders, and supporting access card management.

You will work closely with executives' leadership teams and the Senior Executive Assistant, Office of the CEO on a broad range of activities including diary management, preparation of reports and meeting materials, and tracking actions across portfolios to ensure they are delivered on time.

**To be considered for the role, you must be able to demonstrate**:

- 5+ years' experience providing high-level administrative support to senior executives through which you understand how to manage executives and handle sensitive matters appropriately.
- Demonstrated experience in coordinating and delivering advice on a range of topics as well as supporting governance processes to help executives deliver their portfolio responsibilities.
- Proven track record of building productive working relationships, effective negotiation skills, and the ability to influence internal and external stakeholders of varying seniority.
- A customer centric approach. You are passionate about exceptional customer services and can demonstrate the ability to positively relate to stakeholder and provide helpful support.
- Demonstrated experience in effectively planning and managing competing priorities and projects, with a willingness to be flexible and adaptable to changing priorities.

**Mandatory requirements**
- A minimum of 5 years' experience providing high-level support to senior executives.
- Strong proficiency with digital tools and systems including Office 365 and SharePoint.
- Proven ability to balance competing priorities and support multiple senior executives.

**Desirable**
- Sound understanding of Victorian Government policies and procedures.
- A degree or qualification in business, administration or similar.
- Experience supporting senior executive in the Victorian Public Service.

**This position is only open to applicants with relevant rights to work in Australia.**

**How to apply**
- a resume; and
- a cover letter which addresses the key selection criteria (within two pages)

**Other relevant information**
- Preferred applicants may be asked to provide evidence of their qualifications
- All preferred applicants will be required to produce sufficient proof of their identity prior to commencing employment with the department
- All Service Victoria staff must comply with the Code of Conduct for Victorian Public Sector Employees.

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