Executive Assistant

Executive Assistant

Chandler Macleod is seeking a dedicated and professional Executive Assistant to join our client for a full time permanent position with a State Government Organisation based in East Melbourne.  

The Executive assistant will provide high-level administrative and executive support to the Office of the Executive Director. This role is pivotal in ensuring the efficient operation of the executive office and facilitating the success of leadership activities.

Key Responsibilities:

• Manage complex diary scheduling, correspondence drafting, and action item tracking.
• Oversee document preparation, record and file management, and meeting agenda creation.
• Foster strong professional relationships with internal and external stakeholders, including government departments and emergency services.
• Handle information flow and prioritize urgent matters for the Executive Director’s review and approval.
• Act as a primary contact point for the Office of the Executive Director, addressing inquiries and resolving issues where possible.
• Coordinate budgets, invoices, conferences, and events, and assist in preparing presentations.
• Provide secretariat support, including drafting agendas and recording meeting minutes.
• Support the Executive Director's direct reports by collating reports, providing administrative assistance, and contributing to project execution.
• Track the Executive Director’s commitments and ensure follow-up on delegated tasks.
• Conduct research and provide insights to inform executive decision-making.
• Collaborate with the Executive Leadership Team and other Executive Assistants on general administrative duties and projects.

About You: 

To excel in this role, you will have:

•  Education and Experience:
  • Minimum Year 12 certificate or equivalent, with a relevant qualification in Business Administration.
  • At least three years of demonstrated experience as an Executive or Personal Assistant.
•  Technical Skills:
  • Proficiency in Microsoft Office, including Outlook, Excel, and PowerPoint.
•  Core Competencies:
  • Exceptional organizational skills with attention to detail.
  • Strong problem-solving abilities and the capacity to manage multiple priorities.
  • Outstanding communication and customer service skills.
  • Ability to build and maintain effective relationships with stakeholders.

If you suit the above criteria please APPLY now - Sarah 

At Chandler Macleod, we are committed to fostering a diverse workforce where everyone is welcome. We encourage applications from Aboriginal and Torres Strait Islander peoples, women, people living with a disability and the LGBTIQA+ community.

You can read more about our commitment to diversity and inclusion at https://www.chandlermacleod.com/diversity-and-inclusion