Executive Assistant

State Government of Victoria, Australia; City of Melbourne; On-site; AUD 65,000 - 85,000; Full time

Job summary

William Ruthven Secondary College in Melbourne's northern suburbs seeks an experienced administrator to provide high-level executive support to the Principal. The role requires diary management, handling confidential correspondence, and coordinating meetings and events with precision.

The successful candidate will demonstrate strong communication skills, be able to prioritise under pressure, and work both autonomously and as part of a larger team within a Victorian government school context.

Qualifications

• Demonstrates high level written and verbal communication skills.
• Provides a full and confidential range of executive support services.
• Prioritises to meet strict deadlines and multitasks with accuracy.

Responsibilities

• Keep the School Principal informed of upcoming commitments.
• Ensure documentation for appointments and meetings is prepared in advance.
• Provide high level, professional executive support to the Principal.
• Anticipate and respond to daily administrative needs of the Principal.
• Manage extensive diary and coordinate meetings and events.
• Take minutes and present documents at executive level.

Skills

Communication

Executive support

Time management

Education

4+ year qualification requirement

Tools

MS Office 365

Compass

Job description

Occupation: Administration

Location: Melbourne - Northern suburbs

Reference: 1544546

Selection Criteria

SC1: Demonstrates high level written and verbal communication skills.

SC2: Demonstrates an ability to provide a full and confidential range of executive support services.

SC3: Demonstrated ability to prioritise to meet strict deadlines and multitask in a fast-paced environment with the highest degree of accuracy.

Role

Direction on targets and goals is provided but the position will have some degree of latitude in determining how they are achieved. This latitude will generally be limited by standard procedures and school policy.Deviation from standard procedures and school policy will require guidance and direction from senior management.

The provision of business management responsibilities becomes a feature at range 3.Management of staff to achieve the expected outcomes is a key responsibility.Staff management issues will be resolved with minimal reference to senior management, although guidance will be required in more complex cases.Senior management will be provided with timely reports and advice, although this will generally be confined to matters relating to the immediate work area, service provision or educational program and is unlikely to impact substantially on whole of school operations.

This is the minimum range for positions that carry a mandatory qualification requirement of not less than four years.Professional student support positions become a feature at range 3 (e.g. therapists, psychologists) where standard professional services are delivered.Professional support and guidance will be close at hand and deviation from standard procedures and school policy will require guidance and direction from senior management.

An education support class position supports the educational services being provided to students, but must not include duties of teaching as defined in clause 2.6.1 of the Education and Training Reform Act 2006 (Vic) or its successor.Supervision of students cannot be required except where it is an integral part of the employee's position or involves supervision of students individually or in small groups, in controlled circumstances, where the responsibility for students remains clearly with a teacher.

Responsibilities

• Keep the School Principal appropriately informed of upcoming commitments and responsibilities.
• Ensure all required documentation for appointments and meetings is available in advance.
• Provide high level, professional, executive support to the Principal.
• Anticipate and respond to the daily administrative needs of the Principal.
• Be responsible for extensive and continuous diary management, including efficient coordination and scheduling of meetings and events.
• Executive-level minute taking and document presentation.

General Administrative Skills and Requirements

• Prepare and develop correspondence, reports, presentations, and other printed material as required.
• Manage records and files with accuracy and efficiency.
• Use discretion, diplomacy, and initiative to prioritise and manage enquiries, requests and issues as they arise.
• Be strategically focused and continuously assess current practices
• Attend to confidential correspondence.
• Excellent time management skills, with the ability to forward plan both short and long-term projects and to concurrently manage competing tasks.
• Demonstrated advanced computer skills and literacy with skills in MS Office 365 (Word/Excel/PowerPoint/Outlook). Knowledge of Compass would be viewed favourably.
• Ability to build productive, highly effective, and harmonious working relationships with staff.
• Ability to work autonomously and as a member of a large team.
• Liaising with parents and students as required.
• Event management within the school community

Who May Apply

Individuals with the aptitude, experience and/or qualifications to fulfill the specific requirements of the position.

Diversity and Inclusion

The department is committed to diversity and inclusion and developing a workforce that is representative of the community we service. We value diversity and inclusion in all forms - culture, gender, religion, ethnicity, LGBTIQA+, disability and neurodiversity. Aboriginal and Torres Strait Islander candidates are strongly encouraged to apply for roles within the Department.The Department recognises that the provision of safe, respectful and inclusive workplaces is essential to high performance and promotes flexible work and diversity across all schools and Department workplaces.It is our policy to provide reasonable adjustments for staff with disability (see Workplace adjustment guidelines ).

Additional support and advice on the recruitment process is available to Aboriginal and/or Torres Strait Islander candidates from the Koorie Outcomes Division (KOD) via [e-mail]

Applicants seeking part-time employment are encouraged to apply for any teaching service position and, if they are the successful candidate, request a reduced time fraction. Such requests will be negotiated on a case-by-case basis and will be subject to the operational requirements of the school.

Child Safe Standards

Victorian government schools are child safe environments. Our schools actively promote the safety and wellbeing of all students, and all school staff are committed to protecting students from abuse or harm in the school environment, in accordance with their legal obligations including child safe standards. All schools have a Child Safety Code of Conduct consistent with the department's exemplar available at:

The department's employees commit to upholding the department's Values: Responsiveness, Integrity, Impartiality, Accountability, Respect, Leadership and Human Rights. The department's Values complement each school's own values and underpin the behaviours the community expects of Victorian public sector employees,including those who work in Victorian Government Schools. Information on the department values is available at:

• All staff employed by the Department and schools have access to a broad range of employment conditions and working arrangements.
• Appointment of successful applicants will be made subject to a satisfactory pre-employment conditions check.
• A probationary period may apply during the first year and induction and support programs provided.
• All staff employed by the Department and schools have access to a broad range of employment conditions and working arrangements.
• Appointment of successful applicants will be made subject to a satisfactory pre-employment conditions check.
• A probationary period may apply during the first year and induction and support programs provided.
• Detailed information on all terms and conditions of employment is available on the Department's Human Resources website at http://www.education.vic.gov.au/hrweb/Pages/default.aspx

Location Profile

William Ruthven Secondary College, established in 2010, serves the communities of Reservoir, Coburg, Thomastown and Campbellfield. Our school community is strongly committed to our values - Respect, Excellence, Acceptance and Leadership @ WRSC - which reflect our focus on academic achievement and lifelong learning. The college's ethos and infrastructure are designed to ensure every student is known as an individual, enabling us to maximise both learning and social success.

Our curriculum is innovative and structured to ensure literacy, numeracy and curiosity are central to learning in Years 7–10, providing a strong foundation for success in both VCE and the Vocational Major. Four days each week include a dedicated 35 minute literacy session that incorporates research-based strategies aimed at improving literacy outcomes for all students.

The Year 7–8 STEAM program develops the research, problem-solving and collaborative skills students need for success in Years 9–12, whether pursuing VCE or the Vocational Major pathway. Teachers work within Professional Learning Communities (PLCs) to analyse multiple sources of data and use this evidence to inform differentiated teaching and learning for every student.

Staff are supported through coaching, mentoring, peer observation and reflective practice. Each Tuesday, staff participate in curriculum-focused meetings, while Wednesdays are dedicated to Professional Learning and Engagement. These structures allow staff to deepen their understanding of our learning framework and the William Ruthven Secondary College Explicit Instructional Model, ensuring we continue to meet the diverse learning needs of our students.

The college also maintains strong partnerships with La Trobe University, RMIT University and the Outer Northern Trade Training Centre (ONTTC). These partnerships help ensure our students are supported to pursue their chosen pathways whether that be university, further education, apprenticeships or employment after Year 12 preparing them for successful futures.

Applications close Wednesday 30 September 2026 at 11.59pm