Executive Assistant

Location: Melbourne | Parkville

Job type: Ongoing - Full Time

Organisation: Department of Transport and Planning

**Salary**: $106,534 - $128,897

Occupation: Administration/Secretarial

Reference: 5290

**About the Role**

The Executive Assistant is responsible for the coordination, monitoring, reporting and information management for the office of the Executive Director Barwon Southwest and Grampians. The role ensures that timely, accurate, consistent and appropriate information is provided to various stakeholders and governments authorities. The role is required to manage the associated risks, meet strict timelines and work with key staff to continually improve business practices, to respond to the issues confronting DTP Executives and Relevant Ministers.

The Executive Assistant is responsible for the effective and accurate flow of information to and from the Executive team and ensuring effective utilisation of their time through strong diary management. This role requires an excellent, innovative, self-managing organiser with the ability to work closely with colleagues and handle a busy dynamic work environment. This role very much sets the standard for the quality of work produced by the division and attention to detail is critical.

To access the** **Position Description, **please click here.**

**Position Outcomes / Accountabilities**
- Internal and external stakeholders (including Directors, Ministerial Advisors and Departmental Secretaries offices) are provided with timely, high quality, detailed, reliable, accurate and appropriate briefings, advice and ministerial reporting to support and facilitate the preparation of reports, replies, parliamentary briefings and other documents.
- Strong relationships are developed and maintained through effective communication with relevant internal and external stakeholder including all DoT business areas and the Minister’s Offices who trust the Executive Assistant for timely, accurate, high-quality advice.
- Understand the links between the Barwon South West and Grampians portfolio with the broader organisation and the whole-of-government agenda, including whole-of-government policy directions.
- Manage a range of administration processes across the division and provide high level support activities to the Executive office (Executive Director, Director Development and Director Planning), including effective management of their diary, travel, meetings and coordination of meeting papers.
- Translates strategies, policies and processes into presentations and/or reports that enables the achievement of outcomes or communications for the branch.
- Considers wider business context within business unit when considering options to resolve issues.

**Key Selection Criteria - Summary**

**Personal Attributes**

**Qualifications and Experience**

**Desirable**
- Business Administration Qualifications and/or relevant proven experience
- An appropriate qualification or significant work experience in a related field
- Experience working in Government related agencies

**What we offer**
- Meaningful work making Victorian communities more accessible and liveable
- Professional growth and development opportunities across the department and the wider Victorian Public Services
- A hybrid working model focused on collaboration and teamwork
- Optimal work-life balance initiatives including flexible working arrangements
- Opportunity to work across multiple urban and suburban hubs
- We prioritise the development of a safe and inclusive culture

**Culture Value**

We are an equal opportunity employer, embracing a diverse range of applicants such as veterans, and people who identify as Aboriginal and/or Torres Strait Islander, LGBTQIA community members, individuals with disabilities and/or health conditions, as well as those from varied faith and cultural backgrounds. At our department, we prioritize the development of a safe, inclusive, and high-performance culture through shared actions and behaviours that align with our strategy and direction. This empowers our employees to effectively contribute to our goals.

**How to Apply**

**Non-DTP Employees (Including VPS outside of DTP)**

Create an account by clicking the **‘Apply’** button and follow the prompts. For help, **click here** for Quick Reference Guide.

**Applications close at 11:59 PM on Sunday - 8th of September 2024.**

For more information, contact **Julie Cronin - Strategic Advisor**:
Preferred applicants will need to complete a police check and other pre-employment checks. Your information will be treated confidentially.