Executive Assistant, Office of The Deputy Secretary

1 day ago

Melbourne, Australia Department of Health Full time

Location: Melbourne | CBD

Job type: Full time / Ongoing

Organisation: Department of Health

**Salary**: $90,067 - $102,192

Occupation: Administration/Secretarial

Reference: VG/DH/MH/1676919

***:
The Executive Assistant provides high-level administrative and executive management support, with particular attention to confidentiality and sensitivity, to the Deputy Secretary, Mental Health and Wellbeing Division. The role provides a pivotal point of contact for key stakeholders from a diverse range of government and private sectors. The Executive Assistant is required to manage and coordinate the activities of the Deputy Secretary's office to provide effective support services including organisation and preparation of material for conferences, corporate events, meetings, catering and travel arrangements, office filing systems, reporting on financial matters, human resources, systems administration, accommodation, equipment and contribute as a team member with other administrative officers.

**Are you**
- Highly organised and able to juggle multiple priorities in a very dynamic, demanding and changing environment?
- Experienced in providing high level executive support?
- Able to work effectively with a wide range of people?

**Accountabilities**
- Liaise and consult with ministers' offices, 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 confidentiality, discretion and a high-level of integrity and autonomy in managing communication between the Deputy Secretary, key stakeholders and the community and independently allocate issues for resolution and reporting by directors, managers and other employees.
- Identifies processes, tasks and resources required to achieve a goal; identifies more and less critical activities and operates accordingly, reviewing and adjusting as required; develops and implements systems and procedures to guide work and track progress; recognises barriers and finds effective ways to deal with them.
- 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.
- Draft documents, within prescribed timelines, of a standard suitable for external distribution for final presentation of reports, letters and other documentation so as to achieve consistency of quality, professionalism and relevance of responses.
- Manage communication strategies for the Deputy Secretary, ensuring consistency, probity, professional and quality control management of outgoing materials.
- Coordinate confidential and sensitive information with regard to critical incident reports and external inquiries and investigations for the Deputy Secretary.

**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.

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