Executive Support Coordinator

Department of Families Fairness and Housing; Shire of Northern Grampians; On-site; AUD 60,000 - 80,000; Full time

Job summary

The Department of Families, Fairness and Housing seeks an experienced Executive Support Coordinator to provide high-level administrative and executive support to the Executive Director and Area. The role requires managing calendars, coordinating complex meetings, preparing briefings and parliamentary matters, and maintaining departmental systems with discretion.

Candidates will engage with internal and external stakeholders, prepare written materials, and coordinate events.

Qualifications

• Experience providing high-level administrative support to executives.
• Ability to manage complex calendars, meetings and briefings.
• Strong written and verbal communication, with attention to detail.

Responsibilities

• Provide executive support to the Executive Director and Area.
• Manage workflow including email, calendar, meetings, briefings, correspondence and parliamentary matters.
• Maintain departmental systems and prepare written materials for external distribution.
• Coordinate events, travel arrangements and meetings, including minutes and actions.
• Communicate with stakeholders and provide timely, authoritative advice.

Skills

Executive support

Calendar management

Stakeholder liaison

Meeting coordination

Written communication

Education

Diploma or higher in Administration/Business

Tools

MS Office

Outlook/Calendar tools

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.

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The Executive Support Coordinator provides administrative and executive support to the Executive Director and Area in a highly sensitive and dynamic 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. Displaying organisational awareness, the Executive Support Coordinator manages the effective flow of work through the Area to support the Executive Director with high quality and timely advice.

They will review requests and responses, applying a risk tiering approach. This includes 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 and divisional processes and drives continuous process improvement.

The Executive Support Coordinator 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

• Operate with high-level of integrity and autonomy in providing a range of effective executive support, coordination and administration functions, including:
• act as key point of contact within the Area Directorate; coordinating responses to briefings and correspondence, parliamentary matters, external oversight bodies and reporting requests and provide guidance to staff in the Area so that all matters are completed on time and to the highest possible quality
• display confidentiality and discretion in managing communication on behalf of the Executive Director, ensuring consistency, probity, professional and quality control management of material
• triage, answer, coordinate and track directorate and executive correspondence and requests in a busy and timeline-driven environment; providing timely advice and follow up action as required, including client and service-delivery related matters
• elevate 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
• arrange meetings and events, book accommodation and venue, coordinate presenters, agenda and papers, take minutes and actions, follow up on actions as needed.
• conduits projects of defined scope under direction
• initiate improvements to procedures within the work area. Effectively manage office processes and maintain corporate information systems for records management, financial information, and ministerial products
• arrange meetings and events, including coordinating papers, organising venues, agendas, taking minutes and follow-up actions and making travel and accommodation arrangement
• Communicate issues and advocate a preferred case or option to stakeholders. Liaise and consult with stakeholder offices, including ministers' offices, senior leadership, other government and non-government organisations and external clients to convey the department's expectations and provide timely advice and referral as appropriate.
• Prepares written material on sensitive issues for the consideration of others. Draft documents, within prescribed timelines, of a standard suitable for external distribution for final presentation of reports, letters and other documentation.

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.