Executive Assistant

Department of Government Services VIC; City of Melbourne; Sur place; AUD 80 000 - 110 000; Plein temps

Résumé du poste

The Department of Government Services VIC in Melbourne seeks an Executive Assistant to support the General Counsel and the division. You will manage complex calendars, screen inquiries, coordinate meetings, and assist with recruitment and onboarding.

We value reliability, exceptional communication, and the ability to prioritise tasks to meet deadlines. You will work with senior executives and use a range of software tools including Outlook, Word, Excel, PowerPoint and SharePoint.

Qualifications

• Strong background in executive support for senior executives.
• Proven ability to prioritise tasks and meet deadlines.
• Excellent verbal and written communication skills.

Responsabilités

• Provide high-level executive management and administrative support to the General Counsel.
• Coordinate calendars, screen calls and manage emails and meetings.
• Support recruitment and onboarding of new staff and equipment access.
• Oversee office operations and purchasing, and process financial transactions.
• Collaborate with senior stakeholders and attend group EA meetings.
• Utilise Outlook, Word, Excel, PowerPoint, Teams; SharePoint and AI tools.

Connaissances

Executive support

Diary management

Communication skills

Administrative support

Microsoft Office

SharePoint

AI tools experience

Outils

Outlook

Word

Excel

PowerPoint

Microsoft Teams

SharePoint

LawVu

ABC Project

Description du poste

Department of Government Services VIC – Melbourne VIC

Executive Assistant to the General Counsel

About Us

The Department of Government Services (DGS) was established on 1 January 2023 to improve everyone's experience of doing business and interacting with the Victorian government. We bring important day-to-day services together in one department to make things easy and seamless for Victorians and businesses. We are doing this by connecting and digitising our systems and platforms across state and local government as well as streamlining our corporate and procurement services.

About the role

The Executive Assistant to the General Counsel manages the corporate, governance and administrative functions of the of the division.

As Executive Assistant, you'll be assisting to keep things running smoothly by supporting the General Counsel and the wider division. The successful applicant will have a strong background in executive support with demonstrated experience providing a broad range of services to senior executives. You will be reliable and have exceptional verbal and written communication skills. Resourcefulness, and an ability to prioritise tasks and ensure deadlines are met, will also help ensure success in this role.

Key Accountabilities

• Provide high level executive management and administrative support services to the General Counsel, including organising the General Counsel's commitments, phone call and enquiries screening, diary and email management, and scheduling of internal and external meetings. Work closely with the General Counsel to keep them well informed of upcoming commitments and responsibilities.
• Manage and lead appropriate processes and systems to ensure key priorities and deliverables are met, including tracking of briefs and correspondence, particularly to support the relevant approval processes and effectively follow up tasks within the OGC.
• Provide high quality assurance and review of incoming briefs and correspondence, liaising across the business unit and the Office of the Deputy Secretary and Office of the Secretary as required.
• Assist the General Counsel and OGC with arranging meetings and functions, and supporting recruitment processes (including initiating relevant on-boarding of new staff using VicGov People; equipment allocation and access passes to the buildings).
• Provide operations and office support to the OGC including purchasing office equipment and supplies, processing financial transactions, and other duties as required including in respect the OGC's matter management system.
• Work collaboratively and maintain strong relationships with the Office of the Deputy Secretary, Office of the Secretary, executive officers and other staff across the department and with relevant stakeholders. Attend the Group Executive Assistant meetings and report back on any new processes or procedures.
• Work flexibly across the group, performing other tasks and contributing to other projects as required.
• High proficiency in a range of software programs such as Outlook, Finance (Accounts Payable) systems, Word, Excel, PowerPoint, Outlook, Microsoft Teams.
• Experience with SharePoint, DGS's Automated Briefing and Correspondence Project (ABC) and legal matter management systems (such as LawVu).
• Demonstrated interest in, and experience using artificial intelligence (AI) tools to enhance administrative efficiency, information management, document preparation and workflow processes, including generative AI tools such as Microsoft Copilot, ChatGPT, Claude, or Gemini, or similar technologies.

Contract

This is a fixed term role available until November 2027. The position is only open to applicants with relevant rights to work in Australia.

Eligibility and background checks

To be eligible for appointment to this role, applicants will possess corresponding work rights for the advertised employment period. Appointment to an ongoing role is only available to an Australian/New Zealand citizen or an Australian Permanent Resident. Preferred candidates will be required to complete a Pre-employment Declaration and Consent Form. Employment of successful candidates will be subject to a National Police Check.

The department 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 DGS has a COVID-19 Vaccination policy which strongly recommends all DGS employees be fully vaccinated.

DGS actively promotes diversity, inclusion and an equal opportunity workplace. All roles at DGS can be worked flexibly, however it may differ from role to role.