Executive Assistant

**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 and we have a supportive, high-performance culture.

**Key accountabilities**
- Provide executive support to the Executive for all meetings and travel, preparation of presentations and meetings papers, organising venues and online meetings, agendas, taking minutes and follow up actions, and providing progress reports on outstanding matters.
- Maintain strong relationships with senior management, work group heads and staff within the Department, as well as other public and private sector agencies.
- Review and edit briefs and correspondence in an accurate and timely manner for the work group.
- Manage the onboarding and offboarding of team members using the GIPS system, to ensure team members have the relevant network access and equipment in a timely manner, as well as assisting with general HR recruitment.
- Ensure the GIPS system is maintained and kept up to date reflecting all staff movements.
- Support the coordination and implementation of projects, activities and tasks that come under the responsibility of the work group; providing administrative and IT tools support (such as Microsoft Teams, Content Manager and Onedrive) to work group team members.
- Monitor and maintain the work group's stationery supplies, records, budget expenditure, purchasing and timely payment of accounts.
- Ensure departmental document management process and procedures are complied with by championing best practice records management for the work group, and providing basic records management support and training to the work group as required.
- Seek and support continuous process improvements through proactive observation, participation and collaboration within the work group, division and wider Department.

**Key Selection Criteria**
- Demonstrated experience in delivering a range of executive and business support functions for multiple teams.
- Demonstrated experience in managing stakeholders and collaborating with others to ensure work and outcomes are achieved to a high standard.
- Strong organisational and prioritisation skills, including the ability to be flexible and adaptable to changing priorities.
- Demonstrated experience in preparing and quality checking a range of business documents and correspondence to ensure fit for purpose and compliance with departmental style and format guidelines.
- Ability to seek solutions to problems through accessing various resources such as departmental policies, guidelines and people, recognising barriers and risks, and finding effective ways to overcome them with limited supervision. Escalation of issues to the Senior Executive Assistant may be required at times.

**Experience and qualifications**

Proven experience in working in an executive or team co-ordination and support role is required.

An administrative, secretarial or office management qualification would be desirable.

Intermediate to advanced skills level in Microsoft Office (in particular Microsoft Teams and Onedrive), and proficiency in using records management, financial and procurement software programs is required. Experience using Content Manager, Fincloud, and Government Identity Provisioning System (GIPS) would be an advantageous but not a requirement.

**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 or age. In addition, we are committed to supporting Aboriginal pathways between education and employment.

The Department strives to create an environment that supports a flexible and adaptive workforce. All requests for flexible working arrangements will be considered in line with operational requirements.

**Further Information**

**How to apply**

Applications close at midnight, 2 June, 2025. If you require a copy of this advertisement in an accessible format, please contact the Recruitment team.

**Covid-19 Vaccination**
DTF is committed to providing and maintaining a working environment which is safe and without risk to the health of its employees and clients and consistent with the department's obligations under the Occupational Health and Safety Act 2004 (OH&S Act). To support this DTF has a COVID-19 Vaccination policy which strongly recommends all DTF employees be fully vaccinated.