Executive Admin & Coordination Specialist (Hybrid)

WorkSafe Victoria; Geelong; Hybrid; AUD 65,000 - 85,000; Full time

Job summary

WorkSafe Victoria in Wadawurrung / Geelong is seeking an experienced Administrative Assistant to support the Heads of Partners & Providers and Enablement within Return to Work Victoria. This ongoing, hybrid role requires trusted relationships, efficient diary management and confidential handling of information.

You will work with technology to streamline processes, using SharePoint and Microsoft Copilot to boost collaboration and productivity, while maintaining high standards of organisation and

Qualifications

• Proven experience supporting multiple senior leaders in a busy environment.
• Experience using SharePoint to support collaboration and document management.
• Experience using Microsoft Copilot or similar productivity tools.
• Strong stakeholder engagement across all levels of an organisation.
• Excellent organisational, communication and time management skills.
• Ability to work autonomously and exercise discretion.

Responsibilities

• Provide high level administrative assistance to the Heads of Partners & Providers and Enablement.
• Handle diary management and confidential correspondence.
• Support day-to-day and project activities across both business areas.
• Prepare papers and reports for internal and external meetings.
• Coordinate diary management and travel bookings for the Heads.
• Manage mailboxes and act as first point of contact for phone enquiries.
• Develop and maintain records ensuring privacy and confidentiality.
• Maintain templates and records such as agendas, minutes and action registers.
• Coordinate meetings, events, agendas and room bookings.
• Process invoices and purchase orders within procurement framework.
• Build relationships with internal and external stakeholders.
• Promote WorkSafe values and a culture aligned with the organisation’s vision.

Skills

Senior executive support

SharePoint

Microsoft Copilot

Stakeholder engagement

Diary management

Meeting coordination

Discretion & independence

Office suite (PowerPoint, Word, Excel)

Tools

SharePoint

Microsoft Copilot

PowerPoint

Word

Excel

Job description

WorkSafe Victoria in Wadawurrung / Geelong is seeking an experienced Administrative Assistant to support the Heads of Partners & Providers and Enablement within Return to Work Victoria. This ongoing, hybrid role requires trusted relationships, efficient diary management and confidential handling of information.

You will work with technology to streamline processes, using SharePoint and Microsoft Copilot to boost collaboration and productivity, while maintaining high standards of organisation and