Executive Assistant

**Overview**:
**Work Type**:Ongoing - Full-time

**Salary**: $113,022 - $136,747

**Grade**:VPS 5

**Occupation**:Administration

**Location**:Melbourne - CBD and Inner Metro suburbs

**Reference**:7859

**About Us** The Department of Transport and Planning seeks to create thriving places and connected communities by ensuring Victoria’s transport and land use is safe, sustainable and integrated. Our job is to further integrate the transport network, and land uses to improve the delivery of services to Victorians for simpler, quicker and safer journeys that connect people and places and support Victoria's prosperity and liveability. The department is an equal opportunity employer and welcomes applicants from a diverse range of backgrounds, including veterans, people who identify as Aboriginal and Torres Strait Islander, have a disability, are from varied cultural backgrounds and those who identify as LGBTIQ+. The department provides workplace adjustments for applicants with disabilities. Transport Service is a Group within Department of Transport & Planning, and is responsible for delivering safe, reliable and accessible transport infrastructure and services to all Victorians. **About the role** The Executive Assistant is responsible for the coordination, monitoring, reporting and information management for the Executive Director, Network Change. The role ensures that timely, accurate, consistent and appropriate information is provided to various stakeholders and governments authorities. The role is required to manage the associated risks, meet strict timelines and work with key staff to continually improve business practices, to respond to the issues confronting DTP Executives and the Minister’s. The Executive Assistant is responsible for the effective and accurate flow of information to and from the Executive Director, Network Change and ensuring effective utilisation of the Executive Director’s time through strong diary management. This role requires an excellent, innovative, self-managing organiser with the ability to work closely with colleagues and handle a busy dynamic work environment. The role will assist the broader team with finance, procurement, and people and culture activities, contributing to the smooth operation of the division. **To access the Position Description,**please click here.** **Position Outcomes / Accountabilities** You will be responsible for (but not limited to) the following duties:

- Internal and external stakeholders (including Directors, Ministers, Ministerial Advisors and Departmental Secretaries) are provided with timely, high quality, detailed, reliable, accurate and appropriate briefings, advice and ministerial reporting to support and facilitate the preparation of reports, replies, parliamentary briefings and other documents.
- Strong relationships are developed and maintained through effective communication with relevant internal and external stakeholders including all DTP business areas and the Minister’s Offices who trust the Executive Assistant for timely, accurate, high-quality advice.
- An interest and good understanding of transport portfolio issues, challenges, policy and programs in order to research, prepare and write reliable, credible and accurate DTP reports, replies, briefings and advice.
- Manage a range of administration processes across the division and provide high level support activities to Executive Director, Network Change including effective management of their diary, travel, meetings and coordination of committee and board papers.
- Ensure compliance of office administrative processes, procedures and corporate record management systems across the division in line with relevant legislation, regulations, standards policies and procedures.
- Strategically minded to engage with and play a key role in guiding the team through cultural change and to support the delivery of a range of HR and Learning and Development related programs and initiates to the division during change projects.
- Lead and provide the division with a comprehensive range of specialist business administration services, including advice and assistance to divisional members on all aspects of departmental and divisional business, administrative processes, preparation of financial documents and procurement processes, creation of purchase orders and receipting invoices.
- In line with Section 31A of the Public Administration Act 2004 (Vic) other duties may be assigned consistent with employment classification, skills, and capabilities.

**Key Selection Criteria** We are seeking a professional who demonstrates strong political and organisational acumen, with the ability to navigate formal and informal decision-making processes, uphold ethical and legal responsibilities, and balance diverse stakeholder interests. You will excel in stakeholder engagement by identifying shared priorities, understanding organisational contexts, and building partnerships that deliver mutual value. Your appli