Administration Officer (Executive Assistant)

About the role

The Administration Officer (Executive Assistant) provides high‑level administrative and coordination support to Directors and senior staff within the Project Delivery Division of the Victorian School Building Authority. This is a fixed‑term, three‑year position working as part of a collaborative executive support team.

Key responsibilities

• Deliver high‑quality administrative assistance to Directors and senior leaders across the division.
• Manage diaries, schedule meetings and arrange appointments with internal and external stakeholders.
• Monitor, triage and act on emails, correspondence and requests while maintaining confidentiality.
• Track and follow up actions, requests and information to help leaders meet commitments and deadlines.
• Support divisional reporting cycles, governance activities, ministerial correspondence and other key business processes.
• Prepare and coordinate meeting materials, agendas and papers.

Required profile

• Strong organisational skills with meticulous attention to detail.
• Sound judgement and the ability to exercise discretion and confidentiality.
• Excellent interpersonal skills to build productive relationships with a broad range of stakeholders.
• Flexibility to work across the division and adapt to changing priorities.

Required skills