Executive Assistant

Location: Melbourne | CBD

Job type: Full time / Until 30/06/2025

Organisation: Department of Education

**Salary**: $95,102 - $107,905

Occupation: Administration/Secretarial

Reference: VG/DE/ECE/1838114


**VPS4 Fixed Term - Full Time Until 30/06/2025**

**About the Department**

The role of the Department of Education is to support Victorians to build prosperous, socially engaged, happy and healthy lives. It does this by supporting lifelong learning and healthy development, strengthening families and helping to equip people with the skills and knowledge for a 21st century economy and society.

**About the Division**

The Early Learning Practice and Participation (ELPAP) Division guides, supports and inspires high quality educational practice that improves the learning and development outcomes of Victoria's young children in government funded early learning programs. The work of the Division is also underpinned by the central precondition of this, that all children are able to access, be included and engage in early learning. It leads operational policy and program development to deliver high quality, inclusive kindergarten programs and supports participation for children that experience vulnerability and disadvantage that have the most to gain from early learning.

ELPAP is responsible for the delivery of professional practice supports and quality initiatives for kindergarten and Pre-Prep aligned to the Victorian Early Years Learning and Development Framework (VEYLDF) and National Quality Framework (NQF), working with the VCAA. There is a particular focus on delivering practice quality enablers that improve workforce retention and recognition. ELPAP leads the development and implementation of participation and inclusion supports for all children, including implementation of needs-based funding for kindergartens. This includes working with system partners to proactively identify and connect children that might otherwise miss out on kindergarten to enrol and attend.

**About the Role**

The Executive Assistant will contribute to providing executive-level support and coordination to the executive leadership team, while supporting broader divisional administration in partnership with the senior leadership team. This role involves delivering prompt, courteous, and effective communication with internal and external stakeholders to ensure the smooth and effective administration of the executive office, and wider division as required. This includes the ability to manage upward effectively, including engaging with and supporting the Deputy Secretary's office.

This role will perform a full range of secretarial and administrative support functions including:

- managing the executive calendars and associated collation of supporting materials (papers, folders, briefings, etc)
- making travel arrangements
- briefing and correspondance management
- organising, recording, quality assuring and tracking documents in the Executives office in line with Departmental policies and processes
- managing workflow to the executives to ensure timely approvals and progression of work
- recording meeting minutes
- other duties as directed by the executive leadership team.

A strong understanding of project delivery is integral to the success of this role, which includes the ability to define tasks required to meet agreed outcomes, coordinating and guiding others in the execution of work activities, and always ensuring alignment with divisional priorities. The Executive Assistant will require the ability monitor progress against plans, identify potential risks, and take corrective actions when necessary to maintain the quality and timeliness of deliverables for the executive and senior leadership teams.

**Attributes**
- Attention to detail
- Proactive and dependable
- Calm under pressure
- Effective time management
- Adaptability
- Discretion and confidentiality
- Problem solving and decision-making skills

**Qualifications and Experience**
- At least 3-5 years' experience in a similar role providing high-level support to senior executives or leadership teams

**How to Apply**

If you are interested in applying, please submit your CV and a short cover letter (one to two pages) covering the key selection criteria.

**Further Information**

Applicants requiring adjustments can contact the nominated contact person.

**Applications close** 11:59pm on Sunday, 19th January 2025.