Executive Assistant

Department of Justice and Community Safety, Victoria; Melbourne; On-site; AUD 101,000 - 114,000; Full time

Job summary

The Department of Justice and Community Safety, Victoria, seeks an Executive Assistant to support the Deputy Commissioners and the executive team within Emergency Management Victoria. This full-time role offers an opportunity to manage confidential correspondence, calendars and high-level secretarial duties across two divisions.

Based in Melbourne, you will coordinate briefs, track approvals, arrange meetings and prepare packs for committees, contributing to safer, more resilient Victoria

Qualifications

• Demonstrated experience in office management and executive support to senior executives within a highly sensitive and complex environment.
• Ability to analyse issues and determine priorities in an environment of tight and conflicting deadlines, to take initiative and work under limited direction.
• Skill and experience using Office 365 suite and TRIM, the department's electronic document management system.
• Experience using the DJCS Electronic Briefing & Correspondence system, or an equivalent electronic briefing platform, is highly desirable.

Responsibilities

• Provide the Deputy Commissioners, and business units with high level, confidential secretarial and administrative support, including email and diary management.
• 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.
• Assist the business units with arranging meetings and functions, organising meeting and recruitment documents and preparing packs for committee groups.

Skills

Office management

Executive support

Diary management

Tools

Office 365

TRIM

DJCS Electronic Briefing & Correspondence system

Job description

• Utilise your office management skills and executive support experience for an exciting role in Emergency Management Victoria.
• Ongoing, Full time opportunity.

About This Role

• Utilise your office management skills and executive support experience for an exciting role in Emergency Management Victoria.
• Ongoing, Full time opportunity.
• VPS grade 4: $100,894 - $114,476 plus superannuation.

The Department of Justice and Community Safety is seeking an Executive Assistant to support Deputy Commissioners and the executive team.

About The Business Unit

Emergency Management Victoria

Emergency Management Victoria (EMV), within the Department of Justice and Community Safety, is responsible for the overall coordination of the emergency management system in Victoria. EMV drives the integration of policy, strategy, operational coordination, sector specific technology, and planning across Victoria's emergency management sector, contributing to safer, more resilient communities.

EMV works closely with government and agencies across the emergency management portfolio. The organisation is led by the Deputy Secretary & Chief Executive, and Emergency Management Commissioner, and includes oversight of statutory entities and offices and the department's emergency management accountabilities.

Readiness, Response, and State Operations Division

The Readiness, Response and State Operations (RRSO) division helps keep Victorian communities safe by leading the state's emergency readiness and response. It works closely with emergency services, government departments, and partners to ensure emergencies are managed in a coordinated and effective way across local, regional, and state levels. This is supported through the operation of the State Control Centre as a 24/7 facility. RRSO supports planning, coordination, and decision‑making before, during, and after major emergencies such as natural disasters and other significant events. By strengthening systems, building capability, and supporting agencies to work together, the portfolio contributes to a safer and more resilient Victoria.

Capability, Communications and Regional Operations Division

The Capability, Communications and Regional Operations (CCRO) division delivers critical programs and services for emergency management planning and risk, critical infrastructure resilience, regional preparedness, and communications. The division delivers public information, community warnings and communications to educate and inform communities, before, during and after emergencies as well as emergency management programs and coordination of emergency management communications. Capability and development in collaboration with the sector is led from this division including the co-ordination of the incident management training, exercising and accreditation system and management of the Victorian Emergency Management Institute. The division also coordinates and delivers capability across Victoria's 26 Volunteer Marine Search and Rescue units and manages the state's Road Crash Rescue and Aviation arrangements.

About The Role

The Executive Assistant will work across two divisions to provide support to the Deputy Commissioner Capability, Communications and Regional Operations, and Deputy Commissioner Readiness, Response and State Operations.

Some Of Your Duties Will Include

• Provide the Deputy Commissioners, and business units with high level, confidential secretarial and administrative support, including email and diary management.
• 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.
• Assist the business units with arranging meetings and functions, organising meeting and recruitment documents and preparing packs for committee groups.

To learn more about this role before applying, please read the attached position description.

About You

To be successful in this role, you will have:

• Demonstrated experience in office management and executive support to senior executives within a highly sensitive and complex environment.
• Demonstrated ability to analyse issues and determine priorities in an environment of tight and conflicting deadlines, to take initiative and work under limited direction.
• Skill and experience using Office 365 suite and TRIM, the department's electronic document management system.
• Experience using the DJCS Electronic Briefing & Correspondence system, or an equivalent electronic briefing platform, is highly desirable.

The successful candidate will be required to undergo pre-employment checks which may include reference checks, nationally coordinated criminal history checks (NCCHC), and misconduct screening. Dependant on the role, other checks may include VicRoads checks, drivers licence checks, medical checks, Working with Children Checks, and Declaration of Private Interests (for executive and responsible officer roles).

If you require adjustments to the recruitment and selection process, or require an alternative format to any of the application material, please don't hesitate to get in touch with the contact person listed on this ad.

CHILD SAFE STATEMENT OF COMMITMENT:

The Department of Justice and Community Safety is committed to the safety and wellbeing of children and young people. We seek to prevent harm of any kind impacting children and young people and have zero tolerance for racism, child abuse and inequality. Children and young people's rights, relationships, identity, and culture must be recognised and respected, their voices heard, and their concerns acted upon. We aim to foster a culturally safe, child safe and child friendly environment for all children and young people we have contact with, deliver services to, or are impacted by our work.