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

Department of Jobs, Skills, Industry and Regions
Department of Jobs, Skills, Industry and Regions
Verified Company
Melbourne, Australia

4 weeks ago

Olivia Brown

Posted by:

Olivia Brown

beBee Recruiter
Description

Location:
Melbourne | CBD


Job type:
Full time


Organisation:
Department of Jobs, Skills, Industry and Regions


Salary:
$91,418 - $103,725


Occupation:
Administration/Secretarial


Reference:
VG/081976AB


The Department of Jobs, Skills, Industry and Regions is 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.


Established on 1 January 2023, our work spans numerous portfolios, supporting departmental ministers and operating across metropolitan, regional and international offices.

We oversee various public entities, including public corporations, regulatory authorities and specialist boards.

Our values are accountability, integrity and respect, and underpin everything we do.


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

We respect and welcome people of all backgrounds, genders, sexualities, abilities, and cultures.


How to Apply
**Applications close at midnight on Monday, 18 September 2023.
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