Executive Support Coordinator

THE ROLE

The Executive Support Coordinator provides high-level administrative and executive support to the Executive Director and Area in a highly sensitive and dynamic environment. The role is responsible for developing and maintaining strong and effective relationships with internal and external stakeholders across the Department, government and community services sector. 

The Executive Support Coordinator manages the effective flow of work through the Area to support the Executive Director with high quality and timely advice. They will review written materials with a strategic lens, applying a risk tiering approach. Displaying organisational awareness, the Executive Support Coordinator coordinates activities on behalf of the Executive Director and the Area including managing the workflow of the Executive Director, email and calendar management, arranging complex meetings, managing briefings, correspondence and parliamentary matters, maintaining departmental systems, preparing written materials, and coordinating events. The position is also responsible for providing authoritative assistance with department and divisional processes and drives continuous process improvement. 

The Executive Support Officer operates with professionalism and confidentiality, working with a high degree of independence in a fast-paced small team environment. The role requires a multi-skilled and responsive individual able to proactively self-manage to prioritise tasks and be flexible to changing priorities. Attention to detail and teamwork underpin success in this role as well as a demonstrated ability to communicate sensitively and effectively. 

ACCOUNTABILITIES INCLUDE

Operate with high-level of integrity and autonomy in providing a range of effective executive support, coordination and administration functions, including:  

1. act as key point of contact within the Area Directorate; coordinating responses to briefings and correspondence, parliamentary matters and provide guidance to staff in the Area so that all matters are completed on time and to the highest possible quality  
2. escalate items as appropriate; display organisational awareness, having regard for political and stakeholder sensitivities 
3. proactively respond to queries and information requests, provide high-quality information and authoritative advice, and take follow up action as required under limited direction on matters including human resourcing, governance and other administrative and corporate matters

Please open the position description to read more.

HOW TO APPLY

Applicants are encouraged to apply online. Attachments can be uploaded in .doc, .docx, .pdf, .txt or .rtf formats.
Applicants are required to submit a CV and Cover Letter (max 2 pages) outlining their suitability to the role in line with the Key Selection Criteria. 
Applicants must be an Australian Citizen, Permanent Resident or hold a valid work permit or visa. Work eligibility will be checked as part of the recruitment process. 
Preferred candidates will be required to complete pre-employment screening, including a national police check and misconduct screening.

For more information on working with us and our recruitment process, please visit Department of Families, Fairness and Housing Victoria | Jobs (www.dffh.vic.gov.au/jobs)

Please apply to submit your interest in this position.