Executive Assistant to The Adias Directors, Vhba

1 week ago

Melbourne City Centre, Australia Department of Health Full time

***:
The Victorian Health Building Authority (VHBA) is responsible for the planning and delivery of the Victorian Government's multibillion-dollar health infrastructure program including $16.6 billion in managed assets and $8.8 billion in planning and delivery.
Our work includes planning and building new hospitals and ambulance stations, aged care and mental health facilities, early parenting centres, redeveloping existing hospital facilities as well as replacing and upgrading engineering infrastructure.
The Executive Assistant provides professional high level administrative and executive support and related services to the Directors (3) within the Asset Development Infrastructure Advisory Services unit.
Are you
- A highly organised and methodical individual?
- An excellent communicator with exceptional interpersonal skills and a collaborative approach to work?
- Able to work with mínimal supervision, be flexible and take the initiative?

The Executive Assistant provides executive management and diary support to the Directors (3) within the ADIAS unit and provides a pivotal point of contact for key stakeholders from a diverse range of government, private, public and community service sectors. The Executive Assistant is a key coordinating link for approval documents and escalation of issues between the Directors, the Office of the Executive Director, VHBA Executive, division/group, and senior departmental management.
Accountabilities
- Arrange meetings, including liaison with senior executives and government officials coordinating papers, including the preparation and distribution of material pre and post meeting (agenda's, minutes, actions etc) and organising venues, and making travel and accommodation arrangements with relevant equipment where necessary.
- Liaise and consult with senior leadership, other government and non-government organisations and external clients to convey the department's expectations and provide timely advice and referral as appropriate.
- Operate with a high-level of integrity and autonomy in managing communication between the Directors within ADIAS and key stakeholders and independently allocate issues for resolution and reporting by managers and other employees.
- Identify and appropriately escalate issues having regard for political and environmental sensitivities and interrelationships of stakeholders and the integrated nature of program and service delivery activities.
- Manage and co-ordinate monthly branch reporting within prescribed timelines, following up with team members and ensuring quality of documentation of a suitable standard for presentation for senior executives.

Mandatory Vaccination Policy

**HOW TO APPLY**:
For this position, you are not required to address each of the key selection criteria in a separate written document.
Applicants must be an Australian Citizen, Permanent Resident or hold a valid work permit or visa. Work eligibility will be checked as part of the recruitment process.
For further information please visit the Department of Health

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