Executive Assistant

5 days ago


Melbourne City Centre, Australia Department of Health Full time

Role purpose
The executive assistant role sits within the Office of the Executive Director of the Policy and Programs Branch, is responsible for providing high-level executive management support to the Executive Director and other members of the executive team. The role also provides a key point of contact for internal and external stakeholders.
The role requires demonstrated experience working as an EA to a senior executive, high level interpersonal and communication skills, a strong knowledge of departmental processes and the ability to build and maintain relationships at all levels across the division and department.
The executive assistant will work closely with the branch coordinator to manage the flow, quality and timeliness of executive and ministerial correspondence, briefings and other advice through the Office of the Executive Director.

**Are you**:

- A flexible administrative professional with experience supporting a senior executive in the public service?
- A confident and experienced user of department systems and processes?

Key accountabilities
*
- Arrange meetings and workshops, including liaising with senior executives and government officials coordinating papers, organising venues, and agendas, taking minutes and follow-up actions and making travel and accommodation arrangements for the branch.
- High-level coordination and tracking of executive priorities, working closely with the branch coordinator, to ensure timely resolution and processing of matters.
- Support the coordination and triage of correspondence and briefings for the branch and escalate high-priority issues as they arise.
- End-to-end project management of discrete and confidential projects on behalf of the Executive Director including coordination and management of forums, meetings, and workshops.
- Build and maintain collaborative and cooperative stakeholder relationships across the branch, broader Department and with external agencies and partners.
- Maintain a sound understanding of government processes and the complexities of the current operating environment, ensuring all work is undertaken according to confidentiality and privacy requirements.
- Keep accurate and complete records of work activities in accordance with legislative requirements and the department's records, information security and privacy policies and requirements.
- Other duties as requested by the directorate team. *
- Role model and promote the Department's values and demonstrate understanding and knowledge of government business systems, processes, and structures.
- Keep accurate and complete records of your work activities in accordance with legislative requirements and the department's records, information security and privacy policies and requirements
- Take reasonable care for your own health and safety and for that of others in the workplace by working in accordance with legislative requirements and the department's occupational health and safety (OHS) policies and procedures.

Knowledge and skills

**Planning and organising**: Sets clearly defined objectives and priorities and operates accordingly, reviewing and adjusting as required; identifies processes, tasks and resources required to achieve a goal; establishes systems and procedures to guide work and track progress; recognises actual and potential barriers and finds effective ways to deal with them.

**Stakeholder management**: identifies issues in common for one or more stakeholders and uses them to build mutually beneficial partnerships; identifies and responds to stakeholders' underlying needs; uses understanding of the stakeholder's organisational context to ensure outcomes are achieved; finds innovative solutions to resolve stakeholder issues.

**Outstanding written and verbal communication skills**: writes in clear, accessible language adapted to the relevant audience for each document or communication; communicates respectfully and effectively with others in all professional contexts.

**Self-management**: invites feedback on own behaviour and impact; uses new knowledge or information about the self to build a broader understanding of own behaviour and the impact it has on others; understands strong emotional reactions and seeks ways to manage them more effectively.
Personal qualities

**Conceptual and analytical ability**: deals with concepts and complexity comfortably; uses analytical and conceptual skills to reason through problems; has creative ideas and can project how these can link to innovations.

**Detail focus**: observes fine details; identifies information gaps; looks for logical sequences of information; highlights practical considerations of plans and activities.
Relationship building establishes and maintains relationships with people at all levels; promotes harmony and consensus through diplomatic handling of disagreements; forges useful partnerships with people across business areas, functions, and organisations; builds trust through consistent actions, values, a


  • Executive Assistant

    3 days ago


    Melbourne City Centre, Australia HAYS Full time

    Exciting opportunity for an Executive Assistant to start their next chapter in their career! Your new company An Australian wide banking firm is looking for an Executive Assistant to join their team. This company values the planet and aims to create 0 net emissions by 2030, they would like an Executive Assistant that aligns with their beliefs. This role is...

  • Executive Assistant

    7 days ago


    Melbourne City Centre, Australia Department of Health Full time

    ***: We are looking for exceptional individuals to join the Aboriginal Health Division. The Executive Assistant will play a key support role to the Chief Aboriginal Health Adviser and Deputy Chief Aboriginal Health Adviser. The Executive Assistant provides high-level administrative and executive management support, with particular attention to...

  • Executive Assistant

    2 weeks ago


    Melbourne City Centre, Australia Department of Justice and Community Safety Full time

    Provide confidential secretarial and administrative support across the executive office of Aboriginal Partnerships and Programs. - Ongoing full time opportunity to work within Aboriginal Partnerships and Programs - VPS Grade 4: $92,332 - $104,762 plus superannuation. The Department of Justice and Community Safety is seeking an Executive Assistant to provide...

  • Executive Assistant

    2 weeks ago


    Melbourne City Centre, Australia NAB Full time

    Executive Assistant - Job number: 801117 - Primary position location: VIC- Melbourne CBD - Category: Administration & Office Support - Work type: Permanent Full time - Closing at: Jul 30 2025 - 23:55 AEST **Favourite** We have an exciting opportunity for an experienced Executive Assistant to join our Customer Enabling Tech business unit within Technology...

  • Executive Assistant

    5 days ago


    Melbourne City Centre, Australia Empire Careers Full time

    Contact Name : Andi Caragounis Contact Phone : 0434 974 801 Location : Melbourne CBD Job Type : Permanent Job Salary : Negotiable **Executive Assistant** - Join a leading global consulting firm - Inclusive culture of learning and coaching and professional development - Melbourne location -fun and high performing environment *** **THE ROLE** A unique...

  • Executive Assistant

    2 weeks ago


    Melbourne City Centre, Australia Department of Justice and Community Safety Full time

    Provide confidential secretarial and administrative support across the executive office of Aboriginal Partnerships and Programs. - Ongoing full time opportunity to work within Aboriginal Partnerships and Programs - VPS Grade 4: $92,332 - $104,762 plus superannuation. The Department of Justice and Community Safety is seeking an Executive Assistant to provide...

  • Executive Assistant

    5 days ago


    Melbourne City Centre, Australia Page Personnel Full time

    CBD, Melbourne - Hyrbid work arrangements **About Our Client**: Our client, a leading global investment management firm dedicated to managing the assets of industry superannuation funds and other institutional investors. Office location: CBD, Melbourne Hybrid work arrangements: 3 days in office required Our client is seeking a highly organised and...

  • Executive Assistant

    1 week ago


    Melbourne City Centre, Australia NAB Full time

    Executive Assistant - Job number: 800321 - Primary position location: VIC- Melbourne CBD - Category: Administration & Office Support - Work type: Permanent Full time - Closing at: May 8 2025 - 23:55 AEST **Favourite** In this role, you will oversee and provide high level administrative support by undertaking a wide range of administrative, organisational,...

  • Executive Assistant

    2 weeks ago


    Melbourne City Centre, Australia IPA Personnel Services Full time

    Working for a large and reputable utilities organisation based in Docklands our client is looking for an Executive Assistant to support to Executive General Managers. You will have the opportunity to make a difference and add to the organisations work environment, within a place where you can learn and perform to your fullest potential. This role is for six...

  • Executive Assistant

    2 weeks ago


    Melbourne City Centre, Australia Department of Families, Fairness and Housing Full time

    **THE ROLE** Working within a small Directorate, the Executive Assistant provides executive support across the Office of Professional Practice (OPP). The role is a key coordinating link between the Chief Practitioner, OPP executives, managers and staff within the branch. The Executive Assistant also works collaboratively across the Community Operations and...