Board Secretariat and Executive Support

The Queen Victoria Market has been Melbourne’s marketplace for over 140 years and is an important part of the fabric of Melbourne. The market is home to more than 600 independently owned businesses, the highest concentration of small business anywhere in Australia.

About the role:

We are looking for a Full-Time Fixed Term (3 year) Board Secretariat and Executive Support to join our team. Reporting to the CFO & General Manager – Business Services, you will be primarily responsible for Board and Sub-Committee secretariat and administration requirements at the Queen Victoria Market as well as administrative support to our executive team.

What are the key responsibilities?

• Manage Board and Sub Committees’ papers, resolutions and minutes.
• Provide high quality advice across a complex compliance and governance regime.
• Effective engagement with key stakeholders.
• Management of complex long-term multiple year projects.

What are we looking for?

• Demonstrated experience providing excellent Board and Committee support.
• Exceptional organisation and time management
• Experience in managing and supporting long-term projects.
• Experience in report writing and preparation
• Commitment to quality service standards and delivery.
• The ability to work independently and as part of a team in a varied and fast paced environment.
• A “can do” approach to and willing to take on additional tasks as required

What is in it for you?

• Free parking onsite in close proximity
• Work within a dynamic and professional environment
• Comprehensive induction program which includes an Ultimate Foodie Tour of our market!
• Ongoing training and development opportunities
• Be a part of one of the world’s most significant public marketplaces

To learn more about Queen Victoria Market please visit www.qvm.com.au

Please direct your applications to Adam Boersch, People & Culture Manager. No recruiters please.

Applications close 12 October 2020

The Executive Assistant, Housing Growth and Commercial Development Branch is responsible for the coordination of executive support for both the Executive Director, Housing Growth and Commercial Development Branch and the provision of administrative support across the branch.

You will provide high-quality, trustworthy, executive support to the Executive Director, managing complex email and calendar requirements and coordinating workflow. You will undertake a range of discrete, and often confidential, project tasks. You will also be required to undertake the quality assurance of ministerial correspondence and briefs, ensuring all documents prepared for the Minister and Secretary conform to the required style, are reviewed and corrected for errors and completed within the mandated timelines. You will act as a pivotal point of contact with internal and external stakeholders and will have proven experience dealing with senior executives. You will work with staff within the Division as well as with Executive Assistants across the Department to ensure that actions are followed up and completed against mandated timelines.

Are you:

• Passionate about providing strong administrative and customer support in a fast-paced environment?
• A strong team player with the ability to work autonomously?
• Reliable, organised and able to meet timelines effectively in a dynamic workplace?

How to Apply:

Applicants are encouraged to apply online, submitting a cover letter and a current resume.

Please note:

For this role, you are not required to address each of the key selection criteria in a separate written document. Applicants are strongly encouraged to review our Careers Page. This page provides information on the department's recruitment and pre-employment screening processes.  Preferred candidates will be required to complete pre-employment screening, including a national police check and misconduct screening.

Click 'Apply Now' below to submit your interest in this role.

For further information please visit the Department of Health and Human Services website: https://www.dhhs.vic.gov.au/

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.

Your new organisation

Fire Rescue Victoria (FRV) is a modern fire and rescue service that meets the needs of twenty-first century Victoria. Established on 1 July 2020 as part of Victoria's Fire Services Reforms [link removed], FRV will serve and protect communities across Melbourne and Victoria's major regional centres from 85 FRV fire and rescue stations across the state. Its career firefighters operate 47 fire stations in metropolitan Melbourne and 38 regional stations, most of which are co-located with CFA volunteer brigades. FRV will proudly continue to work alongside the Country Fire Authority (CFA), which is a community-based volunteer fire service.

Your new role

The primary purpose of the position of the Executive Assistant to the Deputy Commissioner, is to provide high level secretarial and administrative support; this includes coordinating the daily operations of the Office of the Deputy Commissioner to a high standard. Previous, proven experience as an Executive Assistant is required for this position.

Key responsibilities of the role include:

• Provide high level executive assistance and support covering dairy management, drafting and managing correspondence, bring forward action management items, document development, record and file management, preparing daily papers and agendas and minutes for meetings and establishing effective professional relationships with stakeholders.

• Provide high level liaison that involves providing advice and information to internal and external stakeholders, including with government departments and the wider the emergency services sector, ensuring to represent the Office of the Deputy Commissioner.

• Manage the workflow of information and all requests within the Office of the Deputy Commissioner in an efficient and timely fashion.

• Act as a point of contact for the Office of the Deputy Commissioner, this includes screening and responding to emails and general enquires, where possible, resolving and forecasting issues and action items.

• Coordinate and facilitate conferences, meetings, and events, including the preparation of both written and visual presentations.

• Aid the Deputy Commissioner’s direct reports including Senior Operational Command, this includes collating and preparing reports and assisting with general administrative and projects.

• Assist the Deputy Commissioner with the daily operations; follow up on their activities and commitments, including tasks that have been delegated to other staff and stakeholders.

• In collaboration with the FRV Executive Leadership Team and other Executive Assistants, assist with general administrative and project management duties as requested.

What you will need to succeed

Extensive experience as an Executive Assistant at an Executive Director or C- Suite level within a strong procedural, administrative service support and delivery environment. Ability to provide consistent high-level administrative support coupled with exceptional organisation skills in a changing and complex environment. A strong knowledge of Microsoft office suite - including Excel, PowerPoint and as well as an ability to pick up new system and processes quickly. A high level of interpersonal, communication and stakeholder management skills.

Previous experience within the government sector is also desirable.

What you will get in return

This is a fantastic opportunity to join a highly reputable emergency service that exists to serve, support and protect the community to which you belong, with the opportunity to make a significant impact to the way the fire service operates into the future.

You will work in a flexible environment where you will feel supported by an experienced, highly professional team. You will have the opportunity to apply for monthly RDO’s, have free access to a gymnasium and professional Corporate apparel.

What you need to do now

If you are interested in this role, click “APPLY NOW” or email Ariana Harris at ariana.harris@hudson.com

• Be part of a purpose driven organisation
• Generous salary packaging benefits
• St Kilda Road location

• Providing a high level administrative and secretarial support to the CEO
• Project management of events including, annual general meetings and end of year celebrations
• Maintaining all Board and Board sub-committee records
• Minute taking for Board and Board sub-committee meetings and distribution of minutes
• Preparation and formatting of documentation and correspondence
• Contributing to the development, implementation and monitoring of internal policies, guidelines, procedure and processes
• Assisting in monitoring and ensuring organisational legislative compliance in relation to workplace practices
• Utilising your strong administrative skills to review documents and prepare presentations
• Develop processes to ensure the effective management of information and data

• Experience supporting a CEO or equivalent
• Exceptional written and verbal communication skills
• Excellent organisation, administration, time management and prioritisation skills
• High level of diplomacy and the ability to ensure confidentiality at all times
• Action-orientated with excellent initiative, integrity and problem-solving abilities
• Experience in preparing executive documentation including meeting minutes, board packs, reports and presentations
• Proven proficiency in the use of Word, Excel and PowerPoint

Located in the Executive Support team the Executive Assistant is part of a high performing team that provides a wide range of executive and administrative support functions to the Executive Director and the Executive Team within the Infrastructure and Resources Division.

You will provide high-level confidential support to the Executive Director on a range of complex email and calendar requirements and coordinate workflow. Working as part of the Executive Support Team, you will undertake a range tasks and projects and coordinate processes utilising your strong competency with the Office 365 suite.

You will act as a key point of contact with internal and external stakeholders and will have proven experience dealing with senior executives. You will coordinate the delivery of the division's internal communications plan, review and prepare reports, correspondence, minutes, agendas, working papers and work with the executive team and managers to ensure that actions are followed up and completed.

You will have excellent relationship management skills, forming and maintaining positive working relationships across the Forest Fire and Region Group, the department and with a range of external stakeholders.

Specialist/Technical Expertise/Qualifications

• Demonstrated experience in providing high level executive support services and office management in a highly complex and challenging organisational environment

This is an ongoing position.

To be considered for this position, your application should include a supporting statement demonstrating that you meet the Key Selection Criteria detailed in the position description, including the Specialist/Technical Expertise/Qualifications and Knowledge and Skills sections. 

For further information please refer to the attached position description.

Applications close at midnight on Thursday 15 October 2020.

Other relevant information:

Preferred candidates will be required to undertake pre-employment screening, including a Declaration and Consent form and a National Police Check.

We are building an inclusive workplace to help realise the potential of our employees, embrace our differences, and apply our diverse thinking to innovation and delivering services to Victorian communities. All jobs can be worked flexibly, and we encourage job applications from Aboriginal people, people with disabilities, young people and people from culturally diverse backgrounds.