EXECUTIVE ASSISTANT/ ADMINISTRATION OFFICER
Location:
Melbourne CBD + Hybrid/ Remote working
Department:
Victoria State Government, Communications Branch
Job Type/ Term:
Full time Contract position
ASAP until February 2025
Job Description:
The Executive Assistant provides high level support to Director, Communications and Director, Systems and Oversight in the Victorian School Building Authority, with tasks including diary and calendar management, mail and document distribution, processing quotes and invoices, providing administrative assistance for meetings and support during recruitment processes. They ensure the completion of time critical tasks, maintain accurate and accessible records, and assist the wider branches as well as other teams in the division.
Job Purpose:
The Executive Assistant will play a critical role in the department by leveraging their flexibility, collaboration skills, and future focus to deliver meaningful outcomes. The successful candidate will apply critical thinking and problem-solving to align with departmental policies and work collaboratively to optimise resources while building strong relationships with stakeholders.
Key Responsibilities:
Flexibility and Adaptability: Consider and evaluate new ideas and approaches. Demonstrate a willingness to develop and apply new skills in line with evolving work demands.
Working Collaboratively: Build a supportive and cooperative environment within the team and across departments. Engage and share information with other teams to better understand and respond to issues.
Future Focus: Stay proactive by staying informed of best practices in the field. Align work with the future goals and objectives of the department to ensure continuous improvement.
Critical Thinking and Problem Solving: Resolve issues by adhering to departmental policies and processes. Where appropriate, seek guidance by sharing information and ideas with colleagues. Apply critical thinking to deliver high-quality projects and tasks.
Interpersonal Skills: Understand and communicate from others' points of view. Take into account the motivations, needs, and wants of stakeholders to improve service delivery. Tailor communication to suit different audiences or teams.
Resource Mobilisation: Ensure resources are allocated effectively to meet work demands. Monitor availability and take action to optimise the use of resources, ensuring work is delivered to the highest standard.
Lee Parsons
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