Executive Assistant - Melbourne City Centre, Australia - Department of Jobs, Skills, Industry and Regions

Department of Jobs, Skills, Industry and Regions

Verified Company

Melbourne City Centre, Australia

1 week ago

Posted by:

Olivia Brown

beBee Recruiter

Description

Executive Assistant / Office Manager

Salary: $91,418 to $103,725 (Plus Superannuation)
Fixed term up to 2 years
Usual hours of work: Full time (flexibility may be available)
Usual work location: 1 Spring, Street Melbourne (flexibility may be available)

Helping the Victorian economy move toward net zero, the CarbonNet Project is a cutting-edge project, investigating the potential for establishing a large-scale, carbon capture and storage (CCS) network in Victoria's Gippsland region.

The EA Office Manager will provide high-level executive and administrative support to the Executive Director CarbonNet as well as the executive leadership team.

This role is also a key point of contact for internal and external stakeholders and requires proven experience in dealing with a range of diverse stakeholders, adaptability to changing priorities, and capability to negotiate with senior staff and external stakeholders on behalf of the Executive Director.

The position supports the delivery of business, administration, and coordination functions including supporting invoicing, expenses, recruitment and document storage processes, coordination and delivery of events, activities and reports and coordination of meetings and diary management.

To be successful in this role you will have exceptional communications skills, high-level interpersonal and stakeholder management skills, excellent time management and a keen eye for detail and accuracy.

The successful applicant will work effectively as a member of a team, enjoy flexible working arrangements, and undertake a wide variety of work across the Project.

The key accountabilities for will role will include:

Provide reliable and high-quality executive and administrative support to the Executive Director and the Project's executive leadership team, including diary management, meeting preparation and coordination; management and review of correspondence; distribution lists; travel and accommodation bookings; processing briefs and submissions; preparation of sensitive documents, including Executive contracts; and coordination of high volumes of paperwork.
Assist the Executive Director and executive leadership team in the preparation of reports, agendas, events, activities, and initiatives. Provide quality assurance of documents prepared by or sent on behalf of the executive using clear, concise, and grammatically correct language, organise information in a logical sequence that includes content appropriate for the purpose and audience.
Assist with processing CarbonNet's invoicing and expenses including approvals, payments, and reconciliations through the relevant DJSIR systems; manage credit card expenditures and reconciliation; contribute to budget preparation and reporting and undertake the Oracle buyer function to upload and administer relevant contracts.

Further Information
For a confidential discussion, please contact Donna Findlay, Executive Director, Carbonet on

Applicants will be required to comply with the Department of Jobs, Skills, Industry and Region's (department's) COVID-19 Vaccination requirements, as outlined in the department's COVID-19 Vaccination requirements policy and in line with the department's obligations under the Occupational Health and Safety Act 2004, directions, policies or procedures, including but not limited to any requirement to provide evidence of vaccination status.

We respect and welcome people of all backgrounds, genders, sexualities, abilities, and cultures.
How to Apply
Applications close at midnight on 19 July 2023.