Work Type: Ongoing - Full-time
Salary: $100,894 - $114,476
Grade: VPS 4
Occupation: Administration
Location: Melbourne - CBD and Inner Metro suburbs
Reference: VG/DFFH/382516
THE ROLE
The Executive Support Coordinator provides high-level administrative and executive support to the Executive Director and branch 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.
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 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 branch 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 and divisional 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
Effectively review and improve office processes and maintain corporate information systems for records management, financial information, fleet management, payments and ministerial correspondence.
Liaise and consult with 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.
Draft documents, within prescribed timelines, of a standard suitable for external distribution for final presentation of reports, letters and other documentation so as to achieve consistency of quality, professionalism and relevance of responses.
Please open the position description to read more.
HOW TO APPLY
Applicants 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.