Executive Administrator

Department of Jobs, Precincts and Regions; Melbourne; On-site; AUD 81,000 - 99,000; Full time

Job summary

The Department of Jobs, Skills, Industry and Regions is seeking an Executive Administrator to provide high-quality executive and administrative support to the Executive Director. The role includes managing complex diaries, handling sensitive documents, and coordinating meetings and travel with internal and external stakeholders.

Successful candidates will join the People and Culture Branch within the Corporate Services Group, contributing to effective records management, reporting, and policy

Qualifications

• Working collaboratively to support the Executive Director and team.
• Critical thinking to interpret guidelines and resolve issues.
• Influence and persuade across internal and external stakeholders.
• Clear, concise communication and audience-appropriate delivery.
• Proactive engagement with stakeholders and clients to add value.

Responsibilities

• Provide executive and administrative support to the Executive Director, including diary management and correspondence handling.
• Manage, track, and QA documents, briefings, and ministerial papers.
• Organise meetings, create agendas, take minutes and follow up actions.
• Maintain office procedures for records, financial information and reporting.
• Arrange travel and accommodation, liaising with other offices as needed.

Skills

Working Collaboratively

Critical Thinking

Influence and Persuasion

Communicate with Impact

Stakeholder Engagement

Job description

The Department of Jobs, Skills, Industry and Regions is focused on growing Victoria’s prosperity, building the productive capacity of our economy and increasing participation – by creating more opportunities for people through skills and jobs; helping businesses and industries to thrive; and building vibrant communities and regions. For more information, see the DJSIR Strategic Plan 2023-2027.

Our work spans numerous portfolios, supporting departmental ministers and operating across metropolitan, regional and international offices.

The Department welcomes and encourages applications from diverse applicants, including First Peoples, refugees or asylum seekers, people from culturally and linguistically diverse (CALD) backgrounds, LGBTIQ+ people and people with disability. All roles at DJSIR can be worked flexibly and we offer reasonable adjustments for applicants with disabilities.

Executive Administrator

• Salary: $81,496 - $98,955 (Plus Superannuation)
• Work Type:Ongoing position
• Usual hours of work: Full time (flexibility may be available)
• Usual work location: 121 Exhibition Street VIC 3000 (flexibility may be available)

The Role

The Executive Administrator will provide high quality, executive and administrative advice and support to the Executive Director (ED), including:

• Managing complex, high-volume, and competing diary commitments, setting up meetings, and screening/responding to emails and phone calls.
• Managing, tracking, and providing quality assurance for sensitive documents, briefings, ministerial correspondence, and board papers.
• Organising meetings and conferences, creating agendas, taking minutes, and following up on action items with internal and external stakeholders.
• Establishing and maintaining efficient office procedures for records management, financial information and reporting.
• Making travel and accommodation arrangements, often liaising with other offices.
• Acting as a primary point of contact for the executive office, dealing with ministerial offices, executives, and external stakeholders.

Main accountabilities of the Executive Administrator will include:

• Determines the work organisation of the work area Analysis and advice contributes to decision making by others.
• Exercises professional judgement about the application of rules, or the selection of choices within guidelines.
• Uses persuasion, advocacy, negotiation and motivation skills with clients, providers, staff, peers and managers.
• Researches issues and prepares draft reports and briefings within a project plan or policy framework set by others.
• Assess client needs and delivers a range of services in complex situations.

The Team

The position of Executive Administrator forms a part of the People and Culture Branch within the Corporate Services Group.

People and Culture branch is a multi-disciplinary team providing trusted and professional strategic, operational and program support and advice to the department on people-related matters including talent attraction and recruitment, learning and development, diversity and inclusion, safety and wellbeing, industrial relations, payroll, organisation design and business partnering.

About You

The successful candidate will ideally have the following skills and experience:

• Working Collaboratively: Builds a supportive and cooperative team environment; Engages other teams to share information in order to understand or respond to issues; Supports others in challenging situations.
• Critical Thinking and Problem Solving: Resolves issues through deep understanding/interpretation of existing guidelines. Where guidelines aren't available, analyses ideas available and takes action including in consultation with others to resolve problems.
• Influence and Persuasion: Consistently adapts the content, style, message or tone of a presentation to suit the audience and plans how to tackle objections; Applies own ideas by linking them to others' values, needs and goals.
• Communicate with Impact: Prepares and delivers logical and succinct presentations; Uses clear and concise language; Uses media appropriate to the audience and presents information to develop the understanding of the topic.
• Stakeholder Engagement: Takes steps to add value for the client or stakeholder; Links people with other areas as appropriate; Monitors client and stakeholder satisfaction; Constructively deals with stakeholder issues.

Further Information

For a confidential discussion, please contact Rachel Fist, Senior Adviser via email [email protected]

The Department is committed to creating and maintaining a child safe organisation. We have zero tolerance of child abuse and are committed to taking the necessary steps to protect children from harm by adopting a preventative, proactive and participatory approach to child safety in accordance with the Child Safe Standards.

Successful candidates will be required to undergo a National Police Records Check prior to commencing employment with the Department. For further information on the position, please refer to the attached position description.

Please note: We are committed to inclusive recruitment. If you require an adjustment to participate in any stage of the recruitment process or have a particular requirement to be communicated with by either telephone or email only, please notify the DJSIR Talent Acquisition Team on 0472 875 685, or via email at [e-mail] with the position number in the subject line.

Applications close at 23:59pm on Sunday, 22 November 2026.