Executive Assistant

State Government of Victoria, Australia; City of Melbourne; On-site; AUD 75,000 - 105,000; Full time

Job summary

The Victorian School Building Authority (VSBA) is seeking an Executive Assistant in Melbourne CBD to support two Directors within the Corporate & Project Performance Division. The role focuses on diary and inbox management, meeting logistics, and processing invoices while ensuring confidentiality and timely delivery of tasks.

You'll coordinate procurement activities in Oracle Cloud, arrange travel, and provide broad administrative support across the division, helping the team meet deadlines and

Qualifications

• Experience providing executive support in corporate settings.
• Strong organisational and time-management skills.
• Ability to manage confidential information.
• Experience with calendars, inbox management, travel bookings, and meeting preparation.

Responsibilities

• Diary management and arrange meetings with stakeholders.
• Monitor and respond to emails with confidentiality.
• Answer telephone enquiries.
• Provide admin support including travel bookings and recruitment processes.
• Prepare materials for executive meetings and minutes.
• Coordinate venues, catering and meeting logistics.
• Collaborate with other EAs and staff to support Officers.
• Liaise with Minister's Office and department staff.
• Enter purchase requisitions into Oracle Cloud and process invoices.

Skills

Diary management

Email handling

Telephone handling

Stakeholder management

Organisation

Planning

Tools

Oracle Cloud

Job description

Location: Melbourne - CBD and Inner Metro suburbs

Reference: VG/DE/VSBA/1950673

Make an impact at VSBA! Join our team as an Executive Assistant, supporting two Directors and working with key stakeholders. Bring your organisation, initiative and people skills to a role that matters.

About the Role

In this position you will provide support to 2 Directors in the Corporate & Project Performance Division of the Victorian School Building Authority, with tasks including inbox and calendar management, mail and document distribution, processing invoices and payments, organizing room bookings and providing administrative assistance for meetings. You will ensure the completion of time critical tasks, maintain accurate and accessible records, and assist other teams in the division.

The key accountabilities for the Executive Assistant are to:

• Diary management, including arranging meetings with internal and external stakeholders
• Monitor and action emails as required, using integrity and confidentiality at all times
• Deal with a range of telephone enquiries
• Provide general administration assistance to the team as required, including travel bookings, recruitment processes, assisting with new starters and meeting preparation
• Prepare or process material and documents for Executive Meetings, project and other branch meetings, items and events, as directed
• Coordination and booking of venues, agendas, catering and minutes
• Work co-operatively and collaboratively with other Executive Assistants and Divisional staff to provide a range of services to Executive Officers and team members and to support the Department's goals, values and behaviours
• On behalf of the Executive Officers, liaise with executive support staff in the Minister's Office, Group Offices, as well as Departmental staff and staff of public and private sector agencies to support the appropriate flow of relevant information where required
• Enters purchase requisitions into Oracle Cloud and processes invoices

All VSBA staff have a shared responsibility to meet the same service standards outlined in the VSBA Customer Service Charter. Our goal is to make every interaction with the VSBA a positive one for our customers, colleagues and key partners regardless of our individual role or team.

Employment type: Full time, Fixed term (Until 30 June 2029)

Attributes

The successful applicant will possess excellent interpersonal and stakeholder management skills, an ability to prioritise tasks, work collaboratively with team members to foster a positive and supportive work environment, excellent planning and organising skills and the ability to complete tasks with a high level of attention to detail.

Desirable Qualifications and Experience

• Desirable : considerable/demonstrated experience similar role within government

About the Department

The department provides a wide range of learning and development support and services.

The department provides policy leadership, plans for the future of education in Victoria and leads key cross-sector collaboration. The department plays an important system steward role by providing support, guidance, oversight and assurance across early childhood and school education systems, as well as directly providing school education and 50 new early learning centres.

About the Victorian School Building Authority

The Victorian School Building Authority (VSBA) is part of the Department of Education. Established in 2016, it oversees Victoria's largest school building program since the state introduced free public education in the 1870s.

The VSBA upgrades and expands existing schools and plans, designs and builds new schools to meet enrolment demand. We also support schools to maintain their buildings and grounds by offering expert advice and coordinating maintenance programs and grants.

With Victoria recently introducing two years of funded kindergarten, the VSBA is also working with the early childhood sector on a massive kindergarten construction program.

About the Division

The Corporate & Project Performance Division provides corporate support to all VSBA teams and fulfills an important assurance and oversight role. They guide VSBA to achieve strategic objectives and ensure decision-making is transparent and accountable.

The division also coordinates communication and consultation with local communities about their school building projects. They develop graphic design and video content, manage our social media channels, lead organisational customer service reform, distribute our e-newsletters and organise ministerial and other events for our projects. The Division also leads the organisational customer service reform and uplift program.

Further Information

For more details regarding this position please see attached position description for the capabilities to address in application.

The department values diversity and inclusion in all forms - gender, religion, ethnicity, LGBTIQ+, disability and neurodiversity. Aboriginal and Torres Strait Islander candidates are strongly encouraged to apply. For more information about our work, working for the Department, diversity and inclusion, and our employment conditions visit the Department website and our Diversity and Inclusion page

Applicants requiring adjustments can contact the nominated contact person.

Information about the Department of Education's operations and employment conditions can be located at www.education.vic.gov.au .

For further information pertaining to the role, please contact Petra Eibl via email at [e-mail]

Preferred applicants may be required to complete a police check and may be subject to other pre-employment checks. Information provided to the Department of Education will be treated in the strictest confidence.

Please let us know via phone or email if you require any adjustments to ensure your full participation in the recruitment process or if you need the ad or any attachments in an accessible format (e.g large print) due to any viewing difficulties or other accessibility requirements.

Applications close 11:59pm on 16 October 2026.

Applications close Friday 16 October 2026 at 11.59pm