Executive Assistant

Department Of Government Services; City of Melbourne; Vor Ort; AUD 90.000 - 130.000; Vollzeit

Zusammenfassung

Department of Government Services – Melbourne VIC is seeking an Executive Assistant to the General Counsel to manage corporate governance and administrative functions across the division.

You will support senior executives with reliable, proactive administration, prioritising tasks, and ensuring deadlines are met while collaborating across the department. The role requires strong communication and digital skills in a fast-paced public sector environment.

Qualifikationen

• Strong background in executive support providing a broad range of services to senior executives.
• Exceptional verbal and written communication skills.
• Ability to prioritise tasks and meet deadlines.

Aufgaben

• Provide high-level executive support to the General Counsel and governance functions.
• Manage diary, screen calls and emails, coordinate meetings and correspondence.
• Support recruitment processes and onboarding using VicGov People and office systems.

Kenntnisse

Executive support

Diary management

Stakeholder management

Written communication

Prioritisation

AI tools familiarity

Tools

Outlook

Word

Excel

PowerPoint

Microsoft Teams

SharePoint

LawVu

Jobbeschreibung

Department of Government Services – Melbourne VIC

About Us

The Department of Government Services (DGS) wasestablishedon 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

TheExecutive Assistant to theGeneral Counselmanages the corporate, governance and administrative functions of the of the division.

AsExecutive Assistant, you'll be assisting to keep things running smoothly by supporting theGeneral Counselandthe 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 theGeneral Counsel,includingorganising the General Counsel's commitments,phone call and enquiries screening, diary and email management,and scheduling ofinternal and external meetings.Work closely with theGeneral Counselto keep them well informed of upcoming commitments and responsibilities.
• Manage and leadappropriate processesand systems to ensure key priorities and deliverables are met, including tracking of briefs and correspondence, particularly tosupport the relevant approval processesandeffectively follow up tasks within theOGC.
• Providehigh qualityassurance and review of incoming briefs and correspondence,liaising across the business unit and the Office of the Deputy Secretaryand Office of the Secretaryasrequired.
• Assist the General Counsel and OGC with arranging meetings andfunctions, andsupporting recruitment processes(including initiatingrelevanton-boardingofnew staffusingVicGov People; equipment allocation and access passes to the buildings).
• Provideoperations andoffice supportto the OGCincluding purchasing office equipment and supplies, processing financial transactions, and other duties as requiredincluding in respect the OGC's matter management system.
• Work collaboratively andmaintainstrong 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 processesor procedures.
• Work flexibly across the group, performing other tasks and contributing to other projects asrequired.
• 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.

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

For more information and the key selection criteria, please see the Position Description.

Other relevant information

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.