Executive Assistant Project Officer

Talent Propeller Limited; City of Melbourne; On-site; AUD 9,900 - 108,000; Full time

Benefits offered by this job

Values driven organisation

Flexible and inclusive environment

Multidisciplinary team

Job summary

Maribyrnong City Council is seeking an experienced Executive Assistant Project Officer to support the Director Community Life. You will manage complex calendars, prepare briefing notes and coordinate meetings, supporting governance and business improvement across the Directorate.

The role involves coordinating multi-stakeholder initiatives, improving processes, and delivering small events while ensuring actions from leadership and committees are completed.

Qualifications

• Experience providing high-level executive or administrative support.
• Strong organisational skills and the ability to manage multiple priorities simultaneously.
• Excellent written and verbal communication skills.
• Sound judgement, discretion and the ability to handle confidential information.
• Confidence working with senior leaders and a broad range of stakeholders.
• Strong technology skills, including Microsoft 365 and records management systems.
• A continuous improvement mindset and a willingness to challenge existing processes to find better ways of working.

Responsibilities

• Reporting directly to the Director Community Life, you'll play a trusted role in helping the Directorate operate effectively and efficiently.
• On any given day, you might be:
• Managing a complex calendar and coordinating meetings and events.
• Preparing briefing notes, reports, presentations and correspondence.
• Following up actions from Council, Audit and Risk Committee, ELT and Directorate meetings.
• Coordinating customer requests and ensuring issues are responded to promptly.
• Working with teams across Council to improve processes and systems.
• Supporting governance, reporting and business improvement activities.
• Anticipating emerging issues and helping find practical solutions before they become problems.

Skills

Executive support

Organisational skills

Written and verbal communication

Discretion and confidentiality

Stakeholder engagement

Records management

Continuous improvement

Tools

Microsoft 365

Job description

• Band 6 ($99,705 - $108,027) + 12% super + monthly ADO

About Us

At Maribyrnong City Council, we are committed to creating a connected, inclusive and thriving community where people feel proud to live, work and visit. Located in Melbourne's vibrant inner west, Maribyrnong is one of Victoria's fastest growing municipalities, celebrated for its diversity, creativity and strong sense of community. We are passionate about delivering innovative services and opportunities that support our residents, businesses and visitors now and into the future.

The Opportunity

Are you someone who enjoys being at the centre of the action, keeping things moving, delivering improvements and making life easier for the people around you?

We're looking for an experienced and proactive Executive Assistant Project Officer to support our Director Community Life. This is more than a traditional administration role. Alongside managing executive priorities and providing high-level support, you'll help coordinate projects, plan and deliver small events, improve processes and ensure key actions and commitments across the Directorate don't fall through the cracks.

The Community Life Directorate delivers many of the services that matter most to our community, from maternal and child health services, libraries and community centres to arts, events, community infrastructure planning, youth services and more. This role offers a unique opportunity to work across a broad range of portfolio areas while partnering closely with a senior leader.

Key Responsibilities

Reporting directly to the Director Community Life, you'll play a trusted role in helping the Directorate operate effectively and efficiently.

On any given day, you might be:

• Managing a complex calendar and coordinating meetings and events.
• Preparing briefing notes, reports, presentations and correspondence.
• Following up actions from Council, Audit and Risk Committee, ELT and Directorate meetings.
• Coordinating customer requests and ensuring issues are responded to promptly.
• Working with teams across Council to improve processes and systems.
• Supporting governance, reporting and business improvement activities.
• Anticipating emerging issues and helping find practical solutions before they become problems.

About You

We're looking for someone who is organised, adaptable and comfortable working in a fast-paced environment where priorities can shift quickly.

You will have:

• Experience providing high-level executive or administrative support.
• Strong organisational skills and the ability to manage multiple priorities simultaneously.
• Excellent written and verbal communication skills.
• Sound judgement, discretion and the ability to handle confidential information.
• Confidence working with senior leaders and a broad range of stakeholders.
• Strong technology skills, including Microsoft 365 and records management systems.
• A continuous improvement mindset and a willingness to challenge existing processes to find better ways of working.

Experience in local government or a similarly complex environment would be highly regarded but is not essential.

Why Choose Maribyrnong?

• Engage in a meaningful role within a Values driven organisation;
• Work across many functions in a friendly, supportive and professional multidisciplinary team;
• Be part of a flexible and inclusive work environment;

So, if you are looking for a role where you can make a genuine difference and you enjoy working in a diverse community focused environment.

Enquiries: Should you have any questions regarding this opportunity, please contact Laura Shaw, Coordinator Chief Executive Office on (03) 9688 0*** for a confidential discussion.

Closing Date: 21 October 2026 - 10pm.

Maribyrnong City Council (Council) is committed to the safety and wellbeing of children and young people and to operating in a manner that complies with its obligations under the Child Wellbeing and Safety Act 2005 and the Victorian Child Safe Standards. Council promotes an organisational culture that embeds within it child safe practices and expects its staff to perform their roles and engage with the community in a manner that is consistent with its child safe practices. To guide expected standards of child safe behaviours of all staff, Council has a Child Safety and Wellbeing Policy.

As part of the appointment process, Council may undertake appropriate child safety pre-screening checks of candidates in accordance with Council Child Safety policies and procedures where appropriate. This may include asking child safety-related questions during interview, conducting relevant checks of the candidate's prior contact with children in employment and/or requiring proof of a valid Working With Children Check prior to commencement.

Council welcomes applications from all interested candidates including from Aboriginal and Torres Strait Islander people, people from culturally and/or linguistically diverse backgrounds and people with disabilities. Council's recruitment process will be reasonably adapted to ensure all candidates have equitable access to Council's recruitment process and job opportunities.