Executive Support Coordinator

Department of Families Fairness and Housing; Melbourne; On-site; AUD 90,000 - 110,000; Full time

Job summary

The Department of Families, Fairness and Housing (DFFH) seeks an Executive Support Coordinator to provide high-level administrative and executive support to the Executive Director, Service Enhancement. The role requires confidential, professional handling of sensitive information and strong relationship management across government and community sectors.

Key duties include managing the Director's workflow and calendar, preparing briefings and papers, coordinating meetings and parliamentary

Responsibilities

• Act as key contact within the branch, coordinating briefings, correspondence and parliamentary matters, and guiding staff.
• Escalate items as appropriate; display organisational awareness, considering political and stakeholder sensitivities.
• Provide high‑quality information and authoritative advice, with follow-up on matters including human resources and governance.

Job description

Job Description

The Department of Families, Fairness and Housing (DFFH) works hard to create equal opportunities for all Victorians to live a safe, respected and valued life. Our areas of focus are child protection, housing, disability, the prevention of family violence, multicultural affairs, LGBTIQA+ equality, veterans, women and youth. The work we do benefits thousands of Victorians, particularly those who are disadvantaged and vulnerable. We work in a variety of community-based settings, including people's homes, residential facilities and secure settings across metropolitan, rural and regional Victoria. We are committed to developing and supporting a workforce that is well equipped and highly motivated. All jobs can be worked flexibly, and we encourage applications from Aboriginal and Torres Strait Islander people and people from diverse backgrounds and abilities.

The Executive Support Coordinator provides high-level administrative and executive support to the Executive Director, Service Enhancement in a highly sensitive and complex environment. The role is responsible for developing and maintaining strong and effective relationships with internal and external stakeholders across the department, government and community services sector.

The Executive Support Coordinator manages the effective flow of work through the Division to support the Executive Director with high quality and timely advice. They will review written materials with a strategic lens, applying a risk tiering approach. Displaying organisational awareness, the Executive Support Coordinator coordinates activities on behalf of the Executive Director and the Directorate including managing the workflow of the Executive Director, email and calendar management, arranging complex meetings, managing briefings, correspondence and parliamentary matters, maintaining departmental systems, preparing written materials, and coordinating events. The position is also responsible for providing authoritative assistance with department processes and drives continuous process improvement.

The Executive Support Officer operates with professionalism and confidentiality, working with a high degree of independence in a fast-paced small team environment. The role requires a multi-skilled and responsive individual able to proactively self-manage to prioritise tasks and be flexible to changing priorities. Attention to detail and teamwork underpin success in this role as well as a demonstrated ability to communicate sensitively and effectively.

Accountabilities Include

• act as key point of contact within the branch; coordinating responses to briefings and correspondence, parliamentary matters and provide guidance to staff in the branch so that all matters are completed on time and to the highest possible quality
• escalate items as appropriate; display organisational awareness, having regard for political and stakeholder sensitivities
• proactively respond to queries and information requests, provide high-quality information and authoritative advice, and take follow up action as required under limited direction on matters including human resourcing, governance and other administrative and corporate matters

Applicants must be an Australian Citizen, Permanent Resident or hold a valid work permit or visa. Work eligibility will be checked as part of the recruitment process. Preferr ed candidates will be required to complete pre-employment screening, including a national police check and misconduct screening.