Senior Executive Assistant

Royal Botanic Gardens; Melbourne; On-site; AUD 110,000 - 160,000; Full time

Job summary

Royal Botanic Gardens in Melbourne seeks an experienced Senior Executive Assistant to provide high-level support to the Director, Chief Executive and Chief Operating Officer. You will manage diaries, meetings and travel, coordinate governance briefing materials, and serve as a trusted secretariat to the Board and Executive Team.

The role requires excellent written and editing skills, minute-taking, and the ability to handle sensitive information with discretion.

Qualifications

• Tertiary qualification in business administration, governance, or management, or substantial equivalent experience.
• Proven high-level executive support experience in government or public sector.
• Experience supporting Boards, Committees, or senior executive forums.
• Excellent written and editing skills with minute-taking ability.
• Strong stakeholder engagement and discretion with sensitive information.
• Proficiency in Microsoft 365 and records management systems.

Responsibilities

• Provide proactive, high-level executive support to coordinate priorities for the Director and Chief Executive and COO.
• Manage complex diaries, correspondence, meetings and travel arrangements with discretion.
• Coordinate executive briefings, reports and communications for governance activities.
• Deliver end-to-end secretariat support to the Royal Botanic Gardens Board, Board Committees and Executive Team.
• Build relationships with government representatives, Board members and community partners.
• Identify and lead improvements to administrative systems and processes to streamline workflows and governance.
• Ensure governance activities are delivered accurately and efficiently.

Skills

Executive support

Governance

Stakeholder engagement

Minute-taking

Written communication

Microsoft 365

Education

Business admin / governance / management degree

Tools

Microsoft 365

Records management system

Job description

What You'll DoAs Senior Executive Assistant, you'll play a pivotal role in supporting the Director and Chief Executive and Chief Operating Officer, providing proactive, high-level executive support to ensure the smooth and effective coordination of their priorities. You'll manage complex diaries, correspondence, meetings and travel arrangements, exercising sound judgement and discretion while anticipating competing demands. Working closely with senior leaders, you'll coordinate executive briefings, reports and communications, alongside providing end-to-end secretariat support to the Royal Botanic Gardens Board, Board Committees and Executive Team. As a trusted point of contact, you'll build strong relationships with internal and external stakeholders, including government representatives, Board members and community partners, navigating sensitive matters with professionalism and diplomacy. You'll also lead improvements to administrative systems and processes, identifying opportunities to streamline workflows, strengthen governance and enhance operational efficiency. With a high degree of autonomy, you'll ensure executive and governance activities are delivered accurately, efficiently and to a consistently high standard.What You'll BringYou'll bring a relevant tertiary qualification in business administration, governance, management or a related discipline, or substantial equivalent experience, alongside a proven background in providing high-level executive support within a complex government or public sector environment. With experience supporting Boards, Committees or senior executive forums, you'll demonstrate exceptional organisational skills, sound judgement and the ability to manage competing priorities and sensitive information with discretion and integrity. An excellent communicator, you'll have highly developed writing, editing and minute-taking skills, with a keen eye for detail and the confidence to engage and influence stakeholders at all levels. You'll be proactive, adaptable and solutions-focused, with the ability to anticipate needs, work autonomously and remain composed under pressure. You'll also bring strong digital capabilities, including proficiency in Microsoft 365 and records management systems, alongside a commitment to continuous improvement and delivering high-quality executive support in a dynamic environment.All other key selection criteria can be found in the position description which is located under the attachments heading on the Victorian Government Careers websiteWorking with UsAt RBGV you'll be part of a nationally recognised institution that makes a genuine impact on a local and international scale. As an employee you will benefit from flexible working arrangements to assist in creating genuine work/life balance, annual leave loading, access to an Employee Assistance Program and much moreHow to ApplyTo apply for this role, please visit the Victorian Government Careers website at http://jobs.careers.vic.gov.au. You must submit a recent resume along with a letter responding to each of the Key Selection Criteria (max. 3 pages) as stated in the position description prior to the deadline. Enquiries can be directed by email to [e-mail] will only be accepted via the Victorian Government website.RBGV is committed to achieving a diverse workforce and strongly encourage applications from Aboriginal and Torres Strait Islander people. Our organisation is a proudly child safe organisation and committed to protecting children and young people from harm. All applicants will be required to complete the necessary pre-employment checks prior to appointment