Executive Assistant

Location: Melbourne | CBD

Job type: Full time

Organisation: Department of Treasury and Finance

**Salary**: $95,102 - $107,905

Occupation: Administration/Secretarial

Reference: VG/1832501

**About us**

The Department of Treasury and Finance provides economic, financial and resource management advice to help the Victorian Government deliver its policies. We strive for excellence in financial and economic management to improve the lives of all Victorians.

**Project Advisory, Infrastructure Division**

Project Advisory's (PA) purpose is to provide project and technical advice and assurance and policy advice on systemic improvements to the delivery of Victoria's infrastructure projects. This is achieved by:

- Providing Project Advisory and Assurance, including Technical Review Advice, Project Assurance Reviews, and detailed cost and risk reviews.
- Understanding systemic challenges and supporting the identification of solutions to improve cost, time, and benefits realisation of project delivery.
- Building capability and skills to lead complex infrastructure projects, through forums and programs such as the Australian Major Project Leadership Academy (AMPLA) and short courses.
- Driving the uptake of digitisation in construction delivery to improve efficiency.

**About the role**

**Reporting to the Executive Director in the ongoing role, you will be responsible for**:

- Work under limited supervision to provide high-level confidential secretarial and administrative support to the Executive Director including extensive time and diary management.
- Provide executive support to the Executive Director for all meeting papers, preparation of presentations, and facilitating follow-up action.
- Proof-read and edit ministerial briefs, memorandums and general correspondence for senior management and DTF Ministers in an accurate and timely manner for the work group.
- Implement and manage administrative processes across the work group and keep internal information such as phone lists and organisational charts up to date. Initiate change as required to ensure continuous improvement.
- Maintain strong relationships with senior management, work group heads and staff within the Department of Treasury and Finance, as well as other public and private sector agencies.
- Provide administrative support to other staff within the work group and complete duties as required within scope of the role. This includes assisting with the Project Assurance Review administration.
- Using knowledge of the organisation to ensure that the group works towards continuous improvement by building positive relationships.
- Manage administrative processes for the work group including document management (using HPE Content Manager), SharePoint and GIPS (this includes managing the end to end HR on-boarding processes for new and departing staff).
- Monitor and maintain the work groups stationery supplies, records, IT equipment, budget expenditure, purchasing and timely payment of invoices (FinCloud).

**About you**

**Planning and Organising**
- Puts a high priority on accomplishment and attaining results.
- Identifies processes, tasks and resources required to achieve a goal.
- Distinguishes between the more and less critical activities and operates accordingly, reviewing and adjusting as required.
- Uses systems and procedures to guide work and track progress.

**Detail Focus**
- Enjoys making sense of large volumes of complex information quickly.
- Considers bigger picture while observing fine details.
- Identifies errors and inconsistencies in content, style and logic.
- Is thorough and attentive to nuances in tone, style and content.

**Service Excellence**
- Is resourceful and proactive in providing services.
- Constantly looks for continuous improvement opportunities and ways to innovate and encourages others to do the same.
- Takes responsibility for correcting problems promptly and without becoming defensive.

**Interpersonal Effectiveness**
- Is sensitive to the underlying concerns, interests or emotions behind what is being said and done.
- Is seen as genuine and sincere when dealing with others.
- Puts others at ease.
- Approaches differences in opinion positively and seeks solutions with mutual benefit.

**Decisiveness and Judgement**
- Makes rational and sound decisions based on a consideration of the facts and alternatives.
- Willing to lead by taking control of situation.
- Takes account of risks and knows when to escalate issues

Experience and qualifications
- Proven experience providing high level executive and administrative support.
- Highly developed computer skills and the ability to learn information management systems.
- Proficiency in a range of software programs such as MS Office, Outlook, HPE Content Manager and FinCloud (or equivalent).

**About our culture**

We aim to be a model employer providing an inclusive workplace that is understanding and respectful of differences such as gender, identity, race, disability o