Executive Assistant at VicGov People Careers

Melbourne, Victoria, Australia -

Full Time

Start Date

Immediate

Expiry Date

01 Mar, 26

Salary

0.0

Posted On

01 Dec, 25

Experience

5 year(s) or above

Remote Job

Yes

Telecommute

Yes

Sponsor Visa

Skills

Interpersonal Skills, Diary Management, Workflow Management, Critical Thinking, Collaboration, Judgement, Attention to Detail, Continuous Improvement, Communication, Stakeholder Engagement, Secretarial Support, Report Preparation, Strategic Planning, Relationship Building, Efficiency Improvement, Government Processes, Microsoft Office

Industry

Government Administration

Description

About Us We create thriving places and connected communities. We bring together transport, planning, land use, precinct and policy functions in a single department to deliver the best outcomes for Victorians. Together with our portfolio agencies, we are responsible for planning, building, operating and maintaining Victoria’s transport, planning and land services for use by all. We foster a safe, inclusive and constructive place to work. Investment and Technology deliver transport priorities through the planning, development and maintenance of an integrated pipeline of projects and strategic initiatives that provide safe, efficient and sustainable outcomes to all Victorians. About the Role The Executive Assistant provides high-level support to the Deputy Secretary, ensuring the effective flow of information, strong stakeholder engagement and seamless coordination across the Department and Ministerial Offices. It requires exceptional interpersonal skills, proactive diary and workflow management. This key position plays a central role in monitoring, reporting and managing information for the Deputy Secretary, upholding high standards of accuracy, risk awareness and professionalism. Working collaboratively in a fast-paced environment, the position demands a self-managing organiser with strong judgement, meticulous attention to detail and a continuous improvement mindset. Position Accountabilities Provide high-level confidential secretarial and executive support to the Deputy Secretary and the Office of the Deputy Secretary. Prepare internal communication content (such as correspondence, briefings, reports and presentations) and serve as the primary liaison with senior stakeholders and industry on matters associated with Departmental activities. Develop and improve work practices to enhance efficiency, contribute to strategic planning, and provide informed advice across executive support networks. Build strong relationships and provide guidance to senior executive support staff, while supporting the Investment and Technology Executive team and the Office of the Deputy Secretary. PD Link Here: PD Executive Assistant to Deputy Secretary Key Selection Criteria Success in the role relies on strong critical thinking, collaboration and the ability to maintain quality and continuity under pressure while contributing to continuous improvement and knowledge management across the team. The ideal candidate demonstrates sound judgement, responds confidently to changing priorities and ensures responsive, reliable service delivery in a dynamic environment. Qualifications and Experience Mandatory: Extensive knowledge and established track record in the application of parliamentary and government processes. Advanced level competency in Microsoft Word, Excel, PowerPoint and Outlook. Other Information Culture Value We welcome applicants from a diverse range of backgrounds representing the community that we serve, including veterans, parents, carers, First Peoples, people with disability, multicultural, multifaith and LGBTIQA+ individuals. As an equal opportunity employer, we are committed to fostering a safe, inclusive, and high-performance culture. Through shared actions and behaviours aligned with our strategy and direction, we empower our people to thrive and meaningfully contribute to the department’s goals. What we offer Working at the Department of Transport and Planning provides people with the opportunity to contribute to creating thriving places and connected communities for all Victorians. For further details please refer to Careers at the Department of Transport and Planning. Pre-employment checks and employment conditions All new appointments to the department will be subject to a National Criminal Records Check, Misconduct Screening, and a Qualification Check where there is a requirement for a mandatory qualification. Information provided to the Department of Transport and Planning will be treated in the strictest confidence consistent with the requirements of the Privacy and Data Protection Act 2014. Applicants must be an Australian Citizen, Permanent Resident or hold a valid work permit or visa necessary for the nature of the position. Recipients of Victorian Public Service (VPS) voluntary departure packages should note that re-employment restrictions apply. Non-VPS applicants will be subject to a probation period of six months. How to apply Click the ‘Apply’ button to be redirected to our recruitment platform, where you may need to create an account to submit your application. If you encounter any issues, refer to our Quick Reference Guide for step-by-step instructions. Applications close at 11.59pm on Monday, 8 Dec 2025. Please include both your resume and a cover letter. All applications must be submitted via the online portal, we’re unable to accept email or manual submissions. For further information about the role, please contact Paula McDonald, Senior Advisor at paula.x.mcdonald@transport.vic.gov.au Important Information: If you require any adjustments to fully participate in the recruitment process or need the advert or attachments in an accessible format (e.g., large print), please contact us by phone or email.

Responsibilities

The Executive Assistant provides high-level support to the Deputy Secretary, ensuring effective information flow and strong stakeholder engagement. This role involves monitoring, reporting, and managing information while maintaining high standards of accuracy and professionalism.