The Department of Jobs, Skills, Industry and Regions is focused on growing Victoria’s prosperity, building the productive capacity of our economy and increasing participation – by creating more opportunities for people through skills and jobs; helping businesses and industries to thrive; and building vibrant communities and regions. For more information, see the DJSIR Strategic Plan 2023-2027.
Our work spans numerous portfolios, supporting departmental ministers and operating across metropolitan, regional and international offices.
The Department welcomes and encourages applications from diverse applicants, including First Peoples, refugees or asylum seekers, people from culturally and linguistically diverse (CALD) backgrounds, LGBTIQ+ people and people with disability. All roles at DJSIR can be worked flexibly and we offer reasonable adjustments for applicants with disabilities.
Senior Executive Assistant
- Salary: $113,022 - $136,747 (Plus superannuation)
- Ongoing position
- Usual hours of work: Full time (flexibility may be available)
- Usual work location: 121 Exhibition Street, Melbourne VIC 3000 (flexibility may be available)
The Role
We are looking for a Senior Executive Assistant to provide high-level executive support and office coordination to the Deputy Secretary and Office of the Deputy Secretary (DSO). This includes managing core administrative functions such as scheduling, document preparation, information management, and communication.
Key responsibilities include:
- Coordinating the Deputy Secretary's diary, travel, and expenses while managing competing priorities and maintaining a proactive approach to executive needs.
- Preparing and overseeing meeting documentation, including commissioning, sourcing, and distributing relevant papers and briefings, as well as developing agendas, recording minutes, and tracking follow-ups.
- Authoring high-quality correspondence, and other written content, while managing high-volume email triage.
- Managing task workflows and tracking key actions across the DSO, ensuring timely resolution and escalation of critical matters as needed.
- Leading relationships with Executive Assistants and support staff in the Minister for Skills and TAFE office, including organising and coordinating regular meetings between the Minister, Secretary, Deputy Secretary, and Department Executives. This includes being the key contact for managing and responding to standard and urgent requests from these offices.
- Acting as a central contact point for stakeholders, including senior executives, Ministerial Offices, entity CEOs and board chairs, executive assistants and colleagues across various groups within the Department and supporting strong collaboration within the S&T Group and Victorian Skills Authority.
- Administering DSO information management systems, such as the DSO SharePoint site and other communication or ICT platforms, and management of DSO ICT hardware.
Main accountabilities:
- Accountable for work organisation, the allocation of resources within and the outputs required of the work area.
- Innovative thinking and analysis influences developments within area of responsibility.
- Initiates and maintains relationships with peer and senior internal and external stakeholders,
- Negotiates with stakeholders and peers with the object of gaining co-operation and meeting timelines for delivery of project, service or advice.
- Is a specialist in an area of their profession and relied on for advice in this field.
- Contributes to strategic corporate initiatives and is responsible for implementation.
The Team
The position of Senior Executive Assistant forms part of the Deputy Secretary's Office, which sits within Skills and TAFE.
Skills and TAFE (S&T) focuses on enabling Victorians to access the knowledge, skills and attributes they need to participate in today's workforce, prepare for future jobs, and achieve their educational aspirations.
Working in close partnership with the Victorian Skills Authority (VSA), S&T provides leadership and stewardship of a responsive, high-quality vocational education and training (VET) system. This includes oversight of the Victorian TAFE Network, led by the Office of TAFE Coordination and Delivery (OTCD), and the apprenticeships system, with a strong focus on aligning training with industry needs and strengthening pathways into the workforce.
Sports lifelong learning and inclusive education through Adult, Community and Further Education (ACFE) and the Learn Local network, helping adult learners progress into further study
or work. S&T collaborates across government, industry, education providers, and communities to deliver skills-focused solutions that improve workforce outcomes and enable businesses to access a skilled workforce.
About You
To be successful in this role, you will have the following main skills and experience:
- Critical Thinking and Problem Solving: Takes into account wider business context within business unit when considering options to resolve issues. Identifies recurring problems and prevents future recurrence by integrating solutions into work process.
- Working Collaboratively: Guides others to create a culture of collaboration; Identifies, and works to overcome, barriers to knowledge or information sharing; Identifies opportunities to work with other teams to deliver outcomes.
- Flexibility and Adaptability: Adapts systems and processes quickly to changed priorities and situations.
- Stakeholder Engagement: Identifies and responds to stakeholder's underlying needs; Uses understanding of the stakeholder's organisational context to ensure outcomes are achieved.
- Innovation and Continuous Improvement: Uses understanding of clients or stakeholders' context to design and implement systems for continuous improvement within team or organisation.
- Interpersonal Skills: Presents as genuine and sincere when dealing with others; Projects an objective view of another's stated position; Uses understanding of individuals to get the best outcomes for the person and organisation.
Further Information
For a confidential discussion, please contact Tim Symons, Director, Office of the Deputy Secretary on 0436661271 or [email protected]
The Department is committed to creating and maintaining a child safe organisation. We have zero tolerance of child abuse and are committed to taking the necessary steps to protect children from harm by adopting a preventative, proactive and participatory approach to child safety in accordance with the Child Safe Standards.
Successful candidates will be required to undergo a National Police Records Check prior to commencing employment with the Department. To be eligible for this position you must hold the mandatory qualification as outlined in the position description. For further information on the position, please refer to the attached position description.
For Finance Roles:
The Department of Jobs, Skills, Industry, and Regions is an accredited CPA Australia Recognised Employer Partner.
Please note: We are committed to inclusive recruitment. If you require an adjustment to participate in any stage of the recruitment process or have a particular requirement to be communicated with by either telephone or email only, please notify the DJSIR Talent Acquisition Team on 0472 875 685, or via email at [email protected] with the position number in the subject line.
How to Apply
Please click the ‘Apply Now' button. To be considered for the role your application must include a copy of your current resume and your cover letter.
Applications close at 23:59pm on Sunday, 15 March 2026.