Executive Assistant

**VPS4 - Executive Assistant - Office of the Executive Director, People Strategy and Operations**

**About the Department**

The department provides a wide range of learning and development support and services. The department provides policy leadership, plans for the future of education in Victoria and leads key cross-sector collaboration. The department plays an important system steward role by providing support, guidance, oversight and assurance across early childhood and school education systems, as well as directly providing school education and 50 new early learning centres.

**About the Division**

The People Strategy and Operations (VPS) Division is responsible for managing HR operations and providing strategic support for both corporate staff and accommodation services. It oversees corporate environments, sustainability initiatives, payroll, recruitment, policy development, workplace relations, and workforce management. Operating under a values-based framework, the division prioritises meeting client needs and improving policies and processes, to deliver on our corporate responsibilities.

**About the role**

As the Executive Assistant in the Office of the Executive Director, People Strategy and Operations (VPS) Division, you will be the senior administration officer for a large and diverse HR Division, working for a dynamic and experienced HR Executive. Your day-to-day activities will include:

- Managing a range of meetings, reports and presentations including the preparation and distribution of material such as agendas, minutes and actions pre and post meeting.
- Assessing and prioritising briefings, correspondence, report and data requests and providing co-ordination, oversight and quality control to ensure an appropriate, accurate and timely response.
- Proactively contributing to the preparation of briefs, reports, collation of data and other documents.
- Being responsive to time sensitive items and professional when engaging with customers and stakeholders while remaining considerate and solution focussed.

**About you**
- Experience providing quality administrative support services in a complex and dynamic environment.
- Strong organisational skills with the ability to coordinate correspondence, meetings, events and workshops.
- Excellent interpersonal skills, demonstrating confidentiality, reliability, and proven ability to deal with a diverse stakeholder at different levels.
- Well-developed written communication skills including the ability to prepare, edit and proofread written materials to a high level of quality and attention to detail.
- Ability to prioritise tasks, be strategic, exercise judgment and solve problems independently in a fast-paced environment with tight, often conflicting deadlines.
- Demonstrated self-motivation and an ability to show initiative in setting up processes that will enhance team effectiveness and work effectively as a member of a fast-paced team, role modelling flexibility to changing timelines.
- Knowledge of or interest in HR processes and functions, with demonstrated expertise in people related support roles (EA, Business Support, HR or similar).
- Proficient in Microsoft 365 including Outlook, Word, PowerPoint, Teams, OneDrive, SharePoint, Excel, and OneNote and experience in managing team records, setting up document management systems and processes, that assist in the effectiveness of task and project management.

**What you will gain in the role**
- Development across People Operations and HR functions and senior executive support
- Exposure to the work of the Department of Education and supporting the VPS workforce and corporate objectives
- Relationship and network development in the VPS working with a broad range of leaders and support teams to deliver for early childhood and school education systems in Victoria.

**_ Further information_**
- For more details regarding this position, please see attached position description._

**Applications close 11:59pm on Tuesday 11 March 2025**.