Executive Support Officer

State of Victoria; Geelong; On-site; AUD 80,000 - 110,000; Full time

Job summary

The State of Victoria seeks an Executive Support Officer to assist the Child Protection Director and program within the Department of Families, Fairness and Housing Victoria. The role handles emails, calendar management, complex meetings, minutes, and draft materials while ensuring confidentiality and accuracy.

You will coordinate with senior leaders, government and community partners, manage confidential information, and contribute to process improvements and records management in a dynamic,

Qualifications

• Supports executive staff with calendar management, correspondence and drafting materials.
• Coordinates meetings, minutes and action tracking with stakeholders across government and community services.
• Maintains confidential information and supports process improvements and records management.

Responsibilities

• Provide executive support to the Child Protection Director and program.
• Coordinate emails, diaries, meetings, travel and arrangements.
• Draft briefs, reports and correspondence for internal and external stakeholders.
• Liaise with senior leadership and external partners to convey expectations and provide timely advice.

Skills

Executive support

Diary management

Stakeholder liaison

Attention to detail

Communication skills

Education

Diploma/Certificate in Administrative Services

Tools

Microsoft 365

Record management systems

Travel planning

Job description

THE ROLEThe Executive Support Officer provides administrative and executive support to the Child Protection Director and the Child Protection program in a sensitive and dynamic environment. The role provides a key point of contact for key stakeholders from across the department, government and community services sector.The Executive Support Officer is required to coordinate activities on behalf of the Child Protection Director and the Child Protection program including email and calendar management, arranging complex meetings, providing secretariat support, managing correspondence and drafting written materials, and assisting with the coordination of events. The position is also responsible for providing authoritative assistance with departmental processes and supports continuous process improvement.ACCOUNTABILITIES INCLUDEProvide a range of effective executive support functions, including email and diary management, providing quality support to committees, working groups and meetings, including progress reports on outstanding matters; and preparing draft reports, briefs and correspondence.Arrange meetings and events, including coordinating papers, organising venues, agendas, taking minutes and follow-up actions and making travel and accommodation arrangements.Respond to queries, provide timely advice and undertake follow up action as required, including correctly allocating incoming files, information, mail and queries.Effectively review and improve office processes and maintain corporate information systems for records management, financial information, fleet management, payments and correspondence.Liaise and consult with 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.Coordinate confidential and sensitive information with regard to critical incidents and external inquiries and investigations.Operate as an effective staff member in a team environment and deliver quality, timely and effective customer service to executives, managers and staff.Please open the position description to read more.HOW TO APPLYApplicants are encouraged to apply online. Attachments can be uploaded in .doc, .docx, .pdf, .txt or .rtf formats.Applicants are required to submit a CV and Cover Letter (max 2 pages) outlining their suitability to the role in line with the Key Selection Criteria.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.For more information on working with us and our recruitment process, please visit Department of Families, Fairness and Housing Victoria | Jobs (www.dffh.vic.gov.au/jobs)Please apply to submit your interest in this position.