Executive Support Coordinator

Victorian Department of Families, Fairness & Housing; Melbourne; On-site; AUD 70,000 - 90,000; Full time

Job summary

Victorian Department of Families, Fairness & Housing is seeking an Executive Support Coordinator to provide high-level administrative and executive support to the Executive Director, Service Enhancement. The role focuses on building strong relationships across the department, government, and the community services sector.

The position also manages workflow, reviews materials with a strategic lens, and coordinates parliamentary matters, briefs, and events.

Qualifications

• Experience supporting senior executives in a government or complex environment.
• Proven ability to manage calendars, briefings and parliamentary matters.
• Strong written and verbal communication and confidentiality.

Responsibilities

• Act as key point of contact within the branch and coordinate responses to briefings and parliamentary matters.
• Escalate items with organisational awareness respecting sensitivities.
• Provide high-quality information and authoritative advice with follow-up on governance and administrative matters.

Skills

Executive support

Calendar management

Stakeholder communication

Policy awareness

Secretarial experience

Tools

MS Office

SharePoint

Job description

THE ROLE

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 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. Preferred candidates will be required to complete pre-employment screening, including a national police check and misconduct screening.