Senior Executive Assistant

Work Type: Ongoing - Full-time

Salary: $113,022 - $136,747

Grade: VPS 5

Occupation: Other

Location: Melbourne - CBD and Inner Metro suburbs

Reference: VG/1882033

About us

The Department of Treasury and Finance provides economic, financial and resource management advice to help the Victorian Government deliver its policies. We strive for excellence in financial and economic management to improve the lives of all Victorians.

Key Accountabilities

• Working under limited supervision, provide high‐level confidential secretarial and administrative support to the Deputy Secretary including extensive time and diary and email inbox management.
• Provide quality support to governance committees (including as required, fulfilling the role of Secretariat), working groups and meetings, including liaison with senior executives, government, and non-government officials, coordinating papers, organising venues, agendas, taking minutes and facilitating follow-up actions, and making travel and accommodation arrangements.
• Maintain strong relationships with senior management, work group heads and staff within the Department, as well as other public and private sector agencies.
• Assess and prioritise a high volume of incoming papers, emails and telephone enquiries and take appropriate follow up action.
• Draft, proof-read and edit ministerial briefs, memorandums, and general correspondence for senior management in an accurate and timely manner for the work group.
• Manage the onboarding and offboarding of team members using the GIPS system, to ensure team members have the relevant network access and equipment in a timely manner.
• Ensure the GIPS system is maintained and kept up to date reflecting all staff movements.
• Managing the activities of the Office of the Deputy Secretary to provide quality and effective support services.
• Ensure departmental document management process and procedures are complied with by championing best practice records management for the work group, and providing basic records management support and training to the work group as required.
• Lead and advocate for continuous process improvements through proactive observation, participation and collaboration within the work group, division and wider Department. This includes maintaining and updating administrative practices, systems and procedures to improve efficiency and service delivery.
• Provide administrative support to other team members within the work group and complete duties as required.

Key selection criteria

• Intermediate to advanced skills level in Microsoft Office (in particular Microsoft Teams), and proficiency in using records management, financial and procurement software programs.
• Strong organisational and prioritisation skills, including the ability to be flexible and adaptable to changing priorities, and recognising barriers and finding effective ways to overcome them.
• Ability to seek solutions to problems through accessing various resources such as departmental policies, guidelines and people, recognising barriers and risks, and finding effective ways to overcome them. Escalation of issues to the Senior Executive Assistant may be required at times.
• Significant experience in preparing, proof-reading, and quality checking a range of business documents and correspondence to ensure fit for purpose and compliance with the departmental style and format guidelines.
• Demonstrated experience in managing stakeholders and collaborating with others to ensure work and outcomes are achieved to a high standard.

Mandatory requirements

• Extensive experience in delivering a range of executive and business support functions for multiple teams.

About our culture

We aim to be a model employer providing an inclusive workplace that is understanding and respectful of difference s such as gender, identity, race, disability or age. In addition, we are committed to supporting Aboriginal pathways between education and employment.

The Department strives to create an environment that supports a flexible and adaptive workforce. All requests for flexible working arrangements will be considered in line with operational requirements.

Further Information

For more information about the position and key selection criteria, please refer to the position description. If you have specific questions regarding the role, please contact Grace Cugurno,

How to apply

To apply, select the 'Apply Now' button and provide a copy of your resume and cover letter summarising your skills and relevant experience.

Applications close at midnight, 22 September, 2025. If you require a copy of this advertisement in an accessible format, please contact the Recruitment team.

Covid-19 Vaccination

DTF is committed to providing and maintaining a working environment which is safe and without risk to the health of its employees and clients and consistent with the department's obligations under the Occupational Health and Safety Act 2004 (OH&S Act). To support this DTF has a COVID-19 Vaccination policy which strongly recommends all DTF employees be fully vaccinated.

Applications close Monday 22 September 2025 at 11.59pm

Posted

8 September 2025