Executive Assistant

Role The Executive Assistant is responsible for the coordination, monitoring, reporting and information management for the office of the Executive Director Barwon Southwest and Grampians. The role ensures that timely, accurate, consistent and appropriate information is provided to various stakeholders and governments authorities. The role is required to manage the associated risks, meet strict timelines and work with key staff to continually improve business practices, to respond to the issues confronting DTP Executives and Relevant Ministers. The Executive Assistant is responsible for the effective and accurate flow of information to and from the Executive team and ensuring effective utilisation of their time through strong diary management. This role requires an excellent, innovative, self-managing organiser with the ability to work closely with colleagues and handle a busy dynamic work environment. This role very much sets the standard for the quality of work produced by the division and attention to detail is critical. Position Outcomes / Accountabilities Internal and external stakeholders (including Directors, Ministerial Advisors and Departmental Secretaries offices) are provided with timely, high quality, detailed, reliable, accurate and appropriate briefings, advice and ministerial reporting to support and facilitate the preparation of reports, replies, parliamentary briefings and other documents. Strong relationships are developed and maintained through effective communication with relevant internal and external stakeholder including all DoT business areas and the Minister’s Offices who trust the Executive Assistant for timely, accurate, high-quality advice. Understand the links between the Barwon South West and Grampians portfolio with the broader organisation and the whole-of-government agenda, including whole-of-government policy directions. Manage a range of administration processes across the division and provide high level support activities to the Executive office (Executive Director, Director Development and Director Planning), including effective management of their diary, travel, meetings and coordination of meeting papers. Translates strategies, policies and processes into presentations and / or reports that enables the achievement of outcomes or communications for the branch. Considers wider business context within business unit when considering options to resolve issues. Key Selection Criteria – Summary The ideal candidate demonstrates strong critical thinking and problem-solving skills, resolving issues by interpreting guidelines or, when needed, independently analysing available information. They will consult others as necessary and gather additional data to make informed decisions. The candidate adapts their communication style to influence and persuade diverse audiences, aligning ideas with others' values and goals. They will effectively implement knowledge management and business continuity practices in daily tasks while navigating organisational and political contexts, ensuring decisions adhere to ethical standards, legal obligations, and various stakeholder priorities. Personal Attributes The ideal candidate for this role demonstrates accomplished skills in Working Collaboratively by fostering a culture of teamwork and guiding others to share knowledge openly. They will identify opportunities to collaborate across teams and address barriers to information sharing, ensuring the delivery of successful outcomes. In terms of Resilience, the candidate gives honest feedback, remains open to constructive criticism, and responds thoughtfully. They will confidently express opinions while maintaining a positive and inclusive approach, promoting a culture that values diverse perspectives. Qualifications and Experience Desirable Business Administration Qualifications and / or relevant proven experience An appropriate qualification or significant work experience in a related field Experience working in Government related agencies What we offer Meaningful work making Victorian communities more accessible and liveable Professional growth and development opportunities across the department and the wider Victorian Public Services A hybrid working model focused on collaboration and teamwork Optimal work-life balance initiatives including flexible working arrangements Opportunity to work across multiple urban and suburban hubs We prioritise the development of a safe and inclusive culture Culture Value We are an equal opportunity employer, embracing a diverse range of applicants such as veterans, and people who identify as Aboriginal and / or Torres Strait Islander, LGBTQIA community members, individuals with disabilities and / or health conditions, as well as those from varied faith and cultural backgrounds. At our department, we prioritize the development of a safe, inclusive, and high-performance culture through shared actions and behaviours that align with our strategy and direction. This empowers our employees to effectively contribute to our goals. How to Apply Non-DTP Employees (Including VPS outside of DTP) Create an account by clicking the ‘Apply’ button and follow the prompts. For help, for Quick Reference Guide. Applications close at 11 : 59 PM on Sunday – 8th of September 2024. Please include a resume and cover letter. All applications must be submitted through the online portal. We’re unable to consider email or manual applications. For more information, contact Julie Cronin - Strategic Advisor - or Preferred applicants will need to complete a police check and other pre-employment checks. Your information will be treated confidentially. 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