About Us
The Department of Government Services (DGS) was established on 1 January 2023 to improve everyone's experience of doing business and interacting with the Victorian government. We bring important day-to-day services together in one department to make things easy and seamless for Victorians and businesses. We are doing this by connecting and digitising our systems and platforms across state and local government as well as streamlining our corporate and procurement services.
About the role
The Executive Assistant to the Executive Director, Product and Design is responsible for the effective management of the division’s corporate, governance and administrative functions.
The role provides high-level executive, administrative and operational support to the Executive Director, and support to the wider division. This includes managing complex calendars, coordinating meetings and events, preparing high-quality documentation and correspondence, monitoring workflows, and supporting business operations to enable the efficient functioning of the division.
The role operates in a fast-paced environment with competing priorities and requires sound judgement, discretion, initiative, and highly developed organisational and coordination skills. The Executive Assistant also builds productive working relationships across the department and serves as a key point of coordination between the executive, internal and external stakeholders
Key Accountabilities
- Provide high-level executive and administrative support to the Executive Director, including complex diary and email management, meeting coordination, and support for day-to-day workflow, priorities and commitments.
- Manage and oversee processes and systems to ensure key priorities and deliverables are met, including tracking briefs, correspondence, committee actions and submissions, and coordinating approval processes and follow-up actions across the division.
- Coordinate meetings, functions and divisional activities, including scheduling, logistics, preparation of agendas and papers, and monitoring actions and outcomes as required.
- Support recruitment and onboarding processes, including initiating relevant processes for new staff, coordinating equipment allocation, building access, and other commencement requirements.
- Prepare, format and coordinate documentation including correspondence, briefs, presentations and other materials, ensuring a high standard of accuracy, quality and presentation.
- Act as a key liaison point for internal and external stakeholders, managing enquiries and building productive working relationships in a professional, responsive and confidential manner.
- Maintain records, systems and administrative processes to support effective information management, accurate record keeping and compliance with departmental policies and procedures.
- Contribute to divisional operations and continuous improvement, including identifying opportunities to improve administrative systems, streamline processes and support the effective functioning of the division.
Desirable requirements
· Demonstrated proficiency in Microsoft 365 applications and relevant corporate systems, including SharePoint, finance/accounts payable systems, and DGS’s ABC.
This is a fixed term role available to 10 September 2027. The position is only open to applicants with relevant rights to work in Australia.
For more information and the key selection criteria, please see the Position Description.
How to apply:
Apply before the advertised closing date 11:59pm on Monday, 19 October 2026. All applications should include:
- a resume; and
- a cover letter which addresses the key selection criteria (within three pages).
Other relevant information:
To be eligible for appointment to this role, applicants will possess corresponding work rights for the advertised employment period. Appointment to an ongoing role is only available to an Australian/New Zealand citizen or an Australian Permanent Resident. Preferred candidates will be required to complete a Pre-employment Declaration and Consent Form. Employment of successful candidates will be subject to a National Police Check.
The department is committed to providing and maintaining a working environment which is safe and without risk to the health of its employees and clients and consistent with the department's obligations under the Occupational Health and Safety Act 2004 (OH&S Act), to support this DGS has a COVID-19 Vaccination policy which strongly recommends all DGS employees be fully vaccinated.
DGS actively promotes diversity, inclusion and an equal opportunity workplace. All roles at DGS can be worked flexibly, however it may differ from role to role.