Executive Assistant

Who we are

It's our job to make things easy for customers and we're proud of our track record so far. Customer satisfaction with Service Victoria is consistently high at more than 95 per cent and our app was the most downloaded in Australia in 2021.
We're always developing exciting new well-targeted products. At present we are working on a digital wallet where people can store their licences, certificates and other government-issued identity and accreditation documents.
The Service Victoria culture is dynamic and fast-paced, and the way we work is highly collaborative. We offer flexible, hybrid, and remote working for most of our roles. You'll be based in our Footscray HQ, the GovHub in Ballarat or in a state-of-the-art office in one of five metropolitan or three regional locations.

About the role
The Executive Assistant will work alongside senior executives and support them in the delivery of their portfolio responsibilities. The Executive Assistant will provide administrative support through calendar and inbox management, assist with the preparation for upcoming meetings, managing their report-back obligations and supporting a small, busy group of senior executives.
You will be detail oriented, task focused and be able to communicate across multiple levels in and across the organisation. It is a varied position with broad scope across the many administrative facets including tracking outstanding actions across multiple committees, assisting with meeting preparation and providing general administrative office support where required.
Key responsibilities

**The core responsibilities will include but not be limited to**:

- Providing broad administrative support across the Executive team and their wider teams
- Manage diaries, organising meetings, agendas, papers and minutes
- Inbox management and prioritisation/flagging of messages requiring action
- Prepare executive material for meetings including following up on outstanding actions and tasks are required for meetings
- Uploading of documents on SharePoint and intranet and maintaining of files for good record keeping
- Support the administration of sub-committee meeting agendas as directed
- Management of Footscray office including upkeep, maintenance requests, coordinating security passes and building access, placing quarterly stationery orders
- Other duties as directed.
- Support continuous improvement across all aspects of the role

Key selection criteria
- An experienced executive assistant who us focused and task oriented
- Proven ability to manage competing priorities across multiple stakeholders in a a high volume, fast-paced environment.
- Exceptional written and verbal communication skills with high-quality spelling and punctuation and proofreading
- Highly developed interpersonal, negotiation and leadership skills, with an ability to establish and maintain effective working relationships, and work effectively with a diverse range of internal and external stakeholders.
- Demonstrated experience in effectively planning and managing competing priorities and projects, with a willingness to be flexible and adaptable to changing priorities and the ability to meet deadlines while working in pressured situations.
- A customer centric approach - you are passionate about exceptional customer service, demonstrating the ability to positively relate and provide friendly helpful support with a strong understanding of privacy and data security.

Desired Experience/Qualifications
- Experience in providing high-level executive support in a fast-paced government agency an advantage
- A certificate/qualification in office administration will be advantageous.
- Well-developed computer literacy. Experience in Microsoft Office 365 and SharePoint is required.
- Deep experience with hybrid and remote working environments

What we offer
We foster supportive work environments where teams collaborate and support each other.
Generous leave provisions help you strike the right balance between work time and your time. Four weeks annual leave plus personal leave; compassionate leave; long service leave; parental leave; and other types of leave including defence, jury, cultural, training or study leave.
We want a public sector workforce that's more diverse and inclusive. This means we're committed to the principles of equal opportunity and inclusion for all. Gender diverse, Aboriginal & Torres Straight Islanders and people with a disability are encouraged to apply.
Additional information
- Preferred applicants may be asked to provide evidence of their qualifications.
- Applicants must be an Australian Citizen, Permanent Resident or hold a valid work visa.
- Successful applicants will be required to provide proof of identity and submit a national police records check.
- Recipients of Victorian Public Service (VPS) voluntary departure packages should note that re-employment restrictions apply.
- All staff must comply with the Code of Conduct for Victorian Public Sector Employ