Job Function: Administration / Secretarial
Work Type: Ongoing - full time
Executive Assistant
The Executive Assistant plays a critical role in providing high-level executive support to the Executive Director, People Strategy and Operations Division of the Department of Education.
About the Division:
People Strategy and Operations (VPS) Division provides end-to-end people services to the department's 4,000 (approximately) employees and strategic workplace and relations advice and support to the VPS and early childhood centres.
About the role:
Reporting to the Executive Director, People Strategy and Operations (VPS) Division, you will be:
• Providing effective administrative support including diary management, document preparation, email management and management of invoices.
• Working in partnership with the other members of the team and colleagues from other divisions to ensure coordination of information requests and outputs are managed consistently.
• Managing a range of meetings, reports and presentations including the preparation and distribution of material such as agendas, minutes and actions pre and post meeting.
• Proactively contributing to the preparation of procurement briefs, reports and other documents.
• Being responsive when engaging with customers and stakeholders in a positive way by providing timely support and advice.
About you:
Extensive experience providing administrative support services in a complex and dynamic environment.
Strong organisational skills with the ability to coordinate meetings, events and workshops.
Well-developed written communication skills including the ability to prepare, edit and proofread written materials to a high level of quality and attention to detail.
Excellent interpersonal skills, demonstrating confidentiality, reliability, and proven ability to deal with a diverse stakeholder at different levels.
Ability to prioritise tasks, be strategic, exercise judgment and solve problems independently in a fast-paced environment with tight, often conflicting deadlines.
Demonstrated self-motivation and an ability to show initiative in setting up processes that will enhance team effectiveness and work effectively as a member of a fast-paced team, identifying and proactively assisting team members to help deliver project outcomes, and having a flexible approach to changing timelines.
Proficient in Microsoft 365 including Outlook, Word, PowerPoint, Teams, OneDrive, SharePoint, Excel, and OneNote.
Experience in managing team records, setting up document management systems and processes, that assist in the effectiveness of project management.