Executive Assistant

State Government of Victoria, Australia; Shire of Baw Baw; On-site; AUD 69,000 - 72,000; Full time

Benefits offered by this job

Flexible working arrangements

Employee assistance program

Salary packaging

Free Parking

Job summary

West Gippsland Healthcare Group seeks an experienced Executive Assistant to support the Executive Director of Clinical Operations and senior leaders at our Warragul facility. You will manage complex diaries, coordinate meetings, prepare agendas and minutes, and uphold governance processes with discretion.

The role requires strong Microsoft 365 and Acrobat skills, confidentiality, and the ability to prioritise in a fast-paced healthcare environment.

Qualifications

• Previous experience in an executive and administration support role.

Responsibilities

• Coordinate multiple complex diaries and manage meetings.
• Prepare agendas and minutes for governance meetings.
• Deliver high-level administrative support to Executive Director of Clinical Operations and senior leaders.
• Assist with governance processes and maintain confidentiality.

Skills

Diary management

Meeting coordination

Minute taking

Governance support

Confidentiality

Communication skills

Microsoft 365

Adobe Acrobat

Education

Certificate/Diploma in Administration or Business

Tools

Microsoft 365

Adobe Acrobat

Job description

Permanent Full Time, 76 hours per fortnight or 80 hours + ADO

Managers & Administrative Workers Enterprise Agreement (HS2) commencing at $35.14 per hour

(Junior rates apply to employees aged under 19 years)

Are you an organised, proactive professional who thrives on supporting senior leaders? We are currently seeking an experienced Executive Assistant to provide high‑level administrative support to the Executive Director of Clinical Operations, Chief Medical Officer, and Deputy Directors of Clinical Operations. The hours may be offered to one applicant or split across multiple applicants.

In this pivotal role, you will coordinate multiple complex diaries, manage meetings, prepare agendas and minutes, and deliver a broad range of administrative support that underpins the smooth and efficient functioning of the Clinical Directorate. You will be a key point of coordination, ensuring day‑to‑day operations run seamlessly and professionally.

We are seeking someone with strong computer literacy (particularly in Microsoft 365 and Adobe Acrobat) who is comfortable working in a fast‑paced environment and engaging confidently with executive leaders. Excellent communication skills, sound judgement, and the ability to prioritise effectively and maintain confidentiality are essential.

The ideal candidate will bring a solutions‑focused mindset and solid experience supporting governance processes. Competence in end‑to‑end meeting coordination, including agenda preparation, minute taking, and monitoring action items, is required.

This is a fantastic opportunity to join a supportive, progressive team that values initiative, professionalism, and continuous improvement. If you’re looking to take the next step in your career and contribute to high‑quality healthcare service delivery, we encourage you to apply.

Our preferred candidate will have:

Previous experience in an executive and administration support role.

Capacity to work with little supervision.

Experience in juggling multiple priorities and deadlines.

Experience in working with more than one manager.

Experience providing support in a senior management environment.

Demonstrated experience in acting with discretion and maintaining confidentiality

Minute taking

The following experience/qualifications would be considered advantageous:

Qualification in Administration or Business

Previous experience in a similar role providing support in a senior management environment

Health industry experience

Effective and consultative diary management

Autonomous management of small projects

IMPORTANT:Some roles in the healthcare sector are required to be vaccinated annually for Influenza (unless a valid exemption applies). Evidence of vaccination (or exemption) may be required prior to commencement.

About our organisation

Did you know that our Warragul hospital is conveniently located just a 30-minute drive from Pakenham, with a stress-free commute along the freeway? What's more, the Baw Baw Shire is one of the fastest-growing Local Government Areas in the country.

While our hospital may be ageing, our most precious asset is not the building but the exceptional quality of care delivered by our remarkable staff. Joining us means becoming part of a team that's more than just colleagues; we're a friendly and welcoming family. At West Gippsland Healthcare Group, we believe in caring for our community because we are the community.

At West Gippsland Healthcare Group, we take pride in our commitment to fostering diversity and equality within our team. We warmly welcome applications from every corner of our community, including Aboriginal and Torres Strait Islander individuals, those from culturally diverse backgrounds, members of the LGBTI community, and those with first‑hand experience of living with a disability. Your unique perspective and background are valuable to us, and we look forward to your application.

Who wouldn't want to be part of such a remarkable journey? So, dust off your CV and prepare to embark on an inspiring career with us here at West Gippsland Health. Your future awaits!

West Gippsland Healthcare Group staff benefits include

Flexible working arrangements

Access to employee assistance program

Salary packaging

Free Parking

Working with us

All appointments with the West Gippsland Healthcare Group are subject to the satisfactory return of professional reference checks, a National Police Record Clearance and a current Employee Working with Children Check. All employees must hold current entitlement to work within Australia. A six‑month probationary period applies to all new appointments.

Applications close:26 October 2026*(applications may close earlier)

* Applications will be reviewed as they are received. This position will remain open for a minimum of fourteen (14) days for externally advertised positions from the date of advertisement and may close earlier than the listed closing date if a suitable candidate/s are identified.

As an inclusive employer, committed to improving diversity and equity in our workforce, we encourage applications from all parts of our community, including Aboriginal and Torres Strait Islander people, people from culturally diverse backgrounds, LGBTI people, and people with lived experience of disability.

As a Child Safe organisation, West Gippsland Healthcare Group promotes the safety, wellbeing and inclusion of all children, including those with disability.

Applications close Monday 26 October 2026 at 11.59pm