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Executive Assistant

2 weeks ago

Melbourne City Centre, Australia Department of Education Full time

**About the Department**

The department provides a wide range of learning and development support and services.

The department provides policy leadership, plans for the future of education in Victoria and leads key cross-sector collaboration. The department plays an important system steward role by providing support, guidance, oversight and assurance across early childhood and school education systems, as well as directly providing school education and 50 new early learning centres.

**About the Victorian School Building Authority**

The Victorian School Building Authority (VSBA) is part of the Department of Education. Established in 2016, it oversees Victoria's largest school building program since the state introduced free public education in the 1870s.

The VSBA upgrades and expands existing schools and plans, designs and builds new schools to meet enrolment demand. We also support schools to maintain their buildings and grounds by offering expert advice and coordinating maintenance programs and grants.

With Victoria recently introducing two years of funded kindergarten, the VSBA is also working with the early childhood sector on a massive kindergarten construction program.

**About the Division**

The Corporate Division provides corporate support to all VSBA teams and fulfills an important assurance and oversight role. They guide VSBA to achieve strategic objectives and ensure decision-making is transparent and accountable.

The division also coordinates communication and consultation with local communities about their school building projects. They develop graphic design and video content, manage our social media channels, lead organisational customer service reform, distribute our e-newsletters and organise ministerial and other events for our projects. The Division also leads the organisational customer service reform and uplift program.

**About the Role**

In this position you will provide support to one or more Executive Officers in the Victorian School Building Authority, with tasks including diary and calendar management, mail and document distribution, processing invoices and payments, organizing room bookings and providing administrative assistance for meetings. You will ensure the completion of time critical tasks, maintain accurate and accessible records, and assist other teams in the division. This may also include dealing with phone calls and queries received via the external general enquiry line.

The key accountabilities for the Executive Assistant are to:

- Diary management, including arranging meetings with internal and external stakeholders
- Deal with a range of telephone enquiries
- Provide general administration assistance to the team as required, including travel bookings, recruitment processes, assisting with new starters and meeting preparation
- Prepare or process material and documents for Executive Meetings, project and other branch meetings, items and events, as directed
- Coordinate travel arrangements for meetings and event attendees
- Coordination and booking of venues, agendas, catering and minutes
- Work co-operatively and collaboratively with other Executive Assistants and Divisional staff to provide a range of services to Executive Officers and team members and to support the Department's goals, values and behaviours
- On behalf of the Executive Officers, liaise with executive support staff in the Minister's Office, Group Offices, as well as Departmental staff and staff of public and private sector agencies to support the appropriate flow of relevant information where required
- Enters purchase requisitions into Oracle Cloud and processes invoices

All VSBA staff have a shared responsibility to meet the same service standards outlined in the _VSBA Customer Service Charter_. Our goal is to make every interaction with the VSBA a positive one for our customers, colleagues and key partners regardless of our individual role or team.

**Attributes**

The successful applicant will possess excellent interpersonal and stakeholder management skills, an ability to prioritise tasks, work collaboratively with team members to foster a positive and supportive work environment, excellent planning and organising skills and the ability to complete tasks with a high level of attention to detail.

**Desirable**Qualifications and Experience**
- Desirable : considerable/demonstrated experience similar role within government

**Further Information**

Applicants requiring adjustments can contact the nominated contact person.

**Applications close 11:59pm on 8 May, 2025.