Highly Organized Administrative Officer

The role of the Department of Education is to support Victorians to build prosperous, socially engaged, happy and healthy lives.

It does this by supporting lifelong learning and healthy development, strengthening families and helping to equip people with the skills and knowledge for a 21st century economy and society.

About the Division

The Early Learning Practice and Participation (ELPAP) Division guides, supports and inspires high quality educational practice that improves the learning and development outcomes of Victoria's young children in government funded early learning programs.

The work of the Division is also underpinned by the central precondition of this, that all children are able to access, be included and engage in early learning.

It leads operational policy and program development to deliver high quality, inclusive kindergarten programs and supports participation for children that experience vulnerability and disadvantage that have the most to gain from early learning.

ELPAP is responsible for the delivery of professional practice supports and quality initiatives for kindergarten and Pre-Prep aligned to the Victorian Early Years Learning and Development Framework (VEYLDF) and National Quality Framework (NQF), working with the VCAA.

There is a particular focus on delivering practice quality enablers that improve workforce retention and recognition.

ELPAP leads the development and implementation of participation and inclusion supports for all children, including implementation of needs-based funding for kindergartens.

This includes working with system partners to proactively identify and connect children that might otherwise miss out on kindergarten to enrol and attend.

About the Role

We're looking for a proactive and highly organised Executive Assistant to provide exceptional executive level support and coordination to our executive leadership team.

This role goes beyond traditional EA duties, you'll be at the heart of divisional operations, ensuring seamless communication, managing complex priorities, and driving forward key projects and administrative initiatives.

Working closely with senior leaders, including the Deputy Secretary's office, you'll play a vital role in managing the rhythm of the executive office, liaising with internal and external stakeholders, and ensuring that the division's strategic and operational objectives are met.

Your ability to 'upward manage,' anticipate needs, and keep things moving is essential to success in this role.

Strong project coordination skills are critical as you'll help define tasks, guide colleagues in delivering outcomes, monitor progress, manage risks, and make sure deliverables are high-quality and aligned with divisional priorities.

Attributes

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• Exceptional organisational and time management skills: the ability to juggle multiple priorities, manage competing deadlines, and maintain calm under pressure.

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• Discretion and sound judgment: particularly when handling confidential or sensitive information on behalf of executive leadership.

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• Initiative and self-direction: maintain a proactive approach to identifying needs, solving problems, and anticipating the requirements of senior leaders.

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• Strong attention to detail: ensure high standards of accuracy across documentation, scheduling, and communication.

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• Tech-savvy and systems-oriented, with experience using executive calendars, workflow tools, and communication platforms such as Outlook, Teams, Share Point, and Asana.

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Qualifications and Experience

Required: experience supporting senior executives in complex or high-pressure environments

Required: proficiency in Microsoft Office Suite (e.g. Outlook, Word, Excel, Power Point), calendar management, and document coordination systems (e.g. Share Point, Teams)

Desirable: a relevant qualification in Business Administration, Office Management, Project Management

How to Apply

Applications should include:

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• a resume (no more than 3-pages);

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• a cover letter that responds to each of the key selection criteria (no more than 2 pages).

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Further Information

For more details regarding this position please see attached position description for the capabilities to address in application.

The department values diversity and inclusion in all forms - gender, religion, ethnicity, LGBTIQ+, disability and neurodiversity.

Aboriginal and Torres Strait Islander candidates are strongly encouraged to apply.

For more information about our work, working for the Department, diversity and inclusion, and our employment conditions visit the Department website and our Diversity and Inclusion page

Applicants requiring adjustments can contact the nominated contact person.

Information about the Department of Education's operations and employment conditions can be located at www.education.vic.gov.au.

Preferred applicants may be required to complete a police check and may be subject to other pre-employment checks.

Information provided to the Department of Education will be treated in the strictest confidence.

Please let us know via phone or email if you require any adjustments to ensure your full participation in the recruitment process or if you need the ad or any attachments in an accessible format (e.g. large print) due to any viewing difficulties or other accessibility requirements.

Applications close 11:59pm on Sunday 21 September 2025.