Executive Assistant

2 weeks ago

Melbourne City Centre, Australia Department of Health Full time

Role purpose
The executive assistant role sits within the Office of the Executive Director of the Policy and Programs Branch, is responsible for providing high-level executive management support to the Executive Director and other members of the executive team. The role also provides a key point of contact for internal and external stakeholders.
The role requires demonstrated experience working as an EA to a senior executive, high level interpersonal and communication skills, a strong knowledge of departmental processes and the ability to build and maintain relationships at all levels across the division and department.
The executive assistant will work closely with the branch coordinator to manage the flow, quality and timeliness of executive and ministerial correspondence, briefings and other advice through the Office of the Executive Director.

**Are you**:

- A flexible administrative professional with experience supporting a senior executive in the public service?
- A confident and experienced user of department systems and processes?

Key accountabilities
*
- Arrange meetings and workshops, including liaising with senior executives and government officials coordinating papers, organising venues, and agendas, taking minutes and follow-up actions and making travel and accommodation arrangements for the branch.
- High-level coordination and tracking of executive priorities, working closely with the branch coordinator, to ensure timely resolution and processing of matters.
- Support the coordination and triage of correspondence and briefings for the branch and escalate high-priority issues as they arise.
- End-to-end project management of discrete and confidential projects on behalf of the Executive Director including coordination and management of forums, meetings, and workshops.
- Build and maintain collaborative and cooperative stakeholder relationships across the branch, broader Department and with external agencies and partners.
- Maintain a sound understanding of government processes and the complexities of the current operating environment, ensuring all work is undertaken according to confidentiality and privacy requirements.
- Keep accurate and complete records of work activities in accordance with legislative requirements and the department's records, information security and privacy policies and requirements.
- Other duties as requested by the directorate team. *
- Role model and promote the Department's values and demonstrate understanding and knowledge of government business systems, processes, and structures.
- 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.

Knowledge and skills

**Planning and organising**: Sets clearly defined objectives and priorities and operates accordingly, reviewing and adjusting as required; identifies processes, tasks and resources required to achieve a goal; establishes systems and procedures to guide work and track progress; recognises actual and potential barriers and finds effective ways to deal with them.

**Stakeholder management**: identifies issues in common for one or more stakeholders and uses them to build mutually beneficial partnerships; identifies and responds to stakeholders' underlying needs; uses understanding of the stakeholder's organisational context to ensure outcomes are achieved; finds innovative solutions to resolve stakeholder issues.

**Outstanding written and verbal communication skills**: writes in clear, accessible language adapted to the relevant audience for each document or communication; communicates respectfully and effectively with others in all professional contexts.

**Self-management**: invites feedback on own behaviour and impact; uses new knowledge or information about the self to build a broader understanding of own behaviour and the impact it has on others; understands strong emotional reactions and seeks ways to manage them more effectively.
Personal qualities

**Conceptual and analytical ability**: deals with concepts and complexity comfortably; uses analytical and conceptual skills to reason through problems; has creative ideas and can project how these can link to innovations.

**Detail focus**: observes fine details; identifies information gaps; looks for logical sequences of information; highlights practical considerations of plans and activities.
Relationship building establishes and maintains relationships with people at all levels; promotes harmony and consensus through diplomatic handling of disagreements; forges useful partnerships with people across business areas, functions, and organisations; builds trust through consistent actions, values, a

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