Executive Assistant

VicRoads Registration and Licensing Services (RLS); City of Melbourne; Hybrid; AUD 90,000 - 110,000; Full time

Job summary

VicRoads Registration and Licensing Services (RLS) in Melbourne seeks an Executive Assistant to provide essential support to two ELT members, coordinating calendars, meetings, travel and confidential communications to keep leadership moving smoothly.

This role demands discretion, proactive organisation and the ability to build relationships with internal and external stakeholders, with hybrid work options and a focus on continuous improvement.

Qualifications

• Proven experience as an executive assistant.
• Strong organisational and communication skills.
• Ability to handle confidential information.

Responsibilities

• Exercise discretion and professional independent judgment when responding to issues; delegate tasks in ELT members' absence.
• Coordinate ELT time commitments and arrange meetings, travel, venues and conferencing.
• Engage stakeholders to build relationships and obtain information for timely outcomes.
• Support development of business processes and continuous improvement initiatives.
• Provide office administration support including minutes, invoices and papers.

Skills

Executive support

Calendar management

Stakeholder management

Discretion & confidentiality

Communication

Tools

SharePoint

Workday

Job description

VicRoads Registration and Licensing Services (RLS) – Melbourne VIC

At VicRoads the work you do has real impact. Our work connects people and communities. We keep Victorians moving safely and smoothly today and help them be ready for tomorrow.

VicRoads empowers our people to learn and grow- focusing on impact and innovation. We reflect the diversity of Victoria and foster clever thinking to keep you and the community moving.

VicRoads is progressing too. In August 2022, we started on a new chapter when the Victorian State Government partnered with Aware Super, Australian Retirement Trust, and Macquarie Asset Management to operate registration and licensing services on its behalf.

We work collaboratively with the Victorian State Government to ensure we fulfill regulatory requirements, deliver State projects and safeguard customer data. The Victorian State Government retains sole responsibility for road access, infrastructure and safety.

Usual Work Location: QV 180 Lonsdale Street CBD/ Work from home

About the position

We are seeking a highly organised and proactive Executive Assistant to provide essential support to 2 of Executive Leadership Team (ELT) members. This pivotal role will require a professional individual capable of managing day-to-day operations, maintaining confidentiality, and ensuring seamless communication and logistical support across our organisation.

Key Responsibilities

As the Executive Assistant, your key accountabilities will include:

• Exercise discretion and professional independent judgment when responding to issues. Delegating tasks and following up in the absence of ELT members while ensuring they are informed of progress on necessary matters.
• Effectively manage and coordinate the ELT members' time commitments to address priority matters promptly.
• Negotiate and influence key internal and external stakeholders to establish effective working relationships that facilitate timely information acquisition and desired outcomes.
• Provide proactive guidance and support to ELT members in developing and maintaining relationships with key stakeholders and partners.
• Continuous Improvement: Contribute to the development of initiatives aimed at enhancing business functionality and streamlining processes.
• Perform a range of office administrative functions, including arranging meetings and conferences, coordinating agendas and papers, organising venues and catering, taking minutes, processing of invoices and managing travel and accommodation arrangements.

About you

To ensure success you will possess:

• Ability to work both independently, exercising professional judgment in decision-making; and collaboratively within a small, high-performing Executive Assistant team, fostering a supportive and professional working environment.
• Proven experience as an executive assistant.
• Exceptional organisational skills with the ability to manage multiple priorities in a fast-paced environment.
• Strong communication and interpersonal skills, capable of building effective relationships with stakeholders.
• Proficiency in office software and tools, including but not limited to sharepoint and Workday.
• High level of discretion and confidentiality.
• Ability to work independently, exercising professional judgment in decision-making.

Culture

To attract, retain and develop talented people, we provide genuine flexibility, a culture that supports people to be their best and on top of that - great opportunities for career development. We embrace diversity and inclusion and are proud our workforce reflects the community we serve.

What we offer

• Competitive salary and benefits
• Supportive, diverse, and inclusive work environment
• Opportunities for professional and personal development
• Flexible working arrangements and family friendly practices

VicRoads is required to evidence your right to work in Australia and may ask for your consent to check records maintained by the Department of Immigration and Border Protection as well as records maintained by Victoria Police and VicRoads as part of the selection process. Information provided to VicRoads will be treated in the strictest confidence. Please note that due to legal requirements you must be predominantly located in Australia and for certain roles, predominantly located in Melbourne or Victoria.