Executive Assistant To Ceo

About Our Client

A government agency firmly focused on driving a strong and resilient economy that benefits all Victorians – by creating more opportunities for people through jobs and skills; supporting businesses and industries to grow and prosper; and building vibrant communities and regions

Job Description

1. Executive Support including, but not limited to supporting the CEO with the management of diary appointments, coordination of meeting requests and management of emails, being responsible for providing support within the OTCD CEO Office environment with the coordination of workflows in and out of the CEO Office, seeking approvals on behalf of the CEO, general project management as required, preparation and processing of documentation for the CEO, and others where and when required and working within a close team environment alongside the Senior Executive Coordinator to ensure that the executive office functions in an efficient and effective manner at all times. The role also supports the Program Coordinator with reporting functions.
2. Relationship Management including proactively build and maintain positive relationships and partnerships with stakeholders both internal and external, gaining the cooperation of stakeholders, staff, peers, executives and managers through use of persuasion, advocacy, negotiation and motivation, collaborating and sharing information and showing consideration, concern and respect for others’ feelings and ideas and a proven ability to work flexibly, with limited supervision and / or as a member of a team
3. General support including but not limited to managing and maintaining support within the CEO Office including answering telephone enquiries and assisting other OTCD staff with their enquiries, managing and maintaining record / file management systems within the CEO office – electronic and other, arranging and coordinating meetings including preparing agendas, meeting papers and follow up actions and provide confidential high-level executive support to the CEO. Working in consultation with the Senior Executive Coordinator, assist in the development and maintenance of office support, systems, and procedures.
4. Office Management , including but not limited to organising the booking of venues and catering for meetings / workshops when required, organise maintenance requests through the relevant process when required, general administrative support to the CEO Office, organising travel arrangements when required and processing of invoices on a daily basis and ordering of office stationery as required.
5. Executive and Office coordination includes, providing confidential high-level executive support to the CEO, supporting other EA’s within the OTCD, managing the diary and in-boxes of the CEO and providing assistance as required to other Executives, assisting with the coordination and implementation of projects, activities and tasks that come under the responsibility of the CEO portfolio and assisting with administration support of the teams within the portfolios as needed, managing the activities of the CEO to provide quality and effective support services including assisting, preparation / collation of meeting papers as required, with the ability to adjust working styles to the Executive you are supporting and work within their preferred styles and ideally demonstrated experience working in an Executive Support role.

The Successful Applicant

Senior EA/admin experience in VPS is highly regardedAll applicants may be subject to the following pre-employment checks:

• National Police Records Check
• Qualification Check (where a mandatory qualification is required)
• Declaration of private interests
• Pre-employment misconduct screening declaration
• 3 vaccinations for COVID 19

The position has the following inherent requirement level of intrinsic risk:

• Interaction with vulnerable members of the Victorian community (high)
• Access or oversight of finance and/or assets such as Budget and Finances (medium)
• Contact with community members (medium)