In this position you will provide support to 2 Directors in the Corporate Division of the Victorian School Building Authority, with tasks including inbox and calendar management, mail and document distribution, processing invoices and payments, organizing room bookings and providing administrative assistance for meetings. You will ensure the completion of time critical tasks, maintain accurate and accessible records, and assist other teams in the division.
About the Victorian School Building Authority
The Victorian School Building Authority (VSBA) is part of the Department of Education. Established in 2016, it oversees Victoria's largest school building program since the state introduced free public education in the 1870s.
The VSBA upgrades and expands existing schools and plans, designs and builds new schools to meet enrolment demand. We also support schools to maintain their buildings and grounds by offering expert advice and coordinating maintenance programs and grants.
With Victoria recently introducing two years of funded kindergarten, the VSBA is also working with the early childhood sector on a massive kindergarten construction program.
About the Division
The Corporate Division provides corporate support to all VSBA teams and fulfills an important assurance and oversight role. They guide VSBA to achieve strategic objectives and ensure decision-making is transparent and accountable.
The division also coordinates communication and consultation with local communities about their school building projects. They develop graphic design and video content, manage our social media channels, lead organisational customer service reform, distribute our e-newsletters and organise ministerial and other events for our projects. The Division also leads the organisational customer service reform and uplift program.
About the Role
In this position you will provide support to 2 Directors in the Corporate Division of the Victorian School Building Authority, with tasks including inbox and calendar management, mail and document distribution, processing invoices and payments, organizing room bookings and providing administrative assistance for meetings. You will ensure the completion of time critical tasks, maintain accurate and accessible records, and assist other teams in the division.
The key accountabilities for the Executive Assistant are to:
-
Diary management, including arranging meetings with internal and external stakeholders
-
Monitor and action emails as required, using integrity and confidentiality at all times
-
Deal with a range of telephone enquiries
-
Provide general administration assistance to the team as required, including travel bookings, recruitment processes, assisting with new starters and meeting preparation
-
Prepare or process material and documents for Executive Meetings, project and other branch meetings, items and events, as directed
-
Coordination and booking of venues, agendas, catering and minutes
-
Work co-operatively and collaboratively with other Executive Assistants and Divisional staff to provide a range of services to Executive Officers and team members and to support the Department's goals, values and behaviours
-
On behalf of the Executive Officers, liaise with executive support staff in the Minister's Office, Group Offices, as well as Departmental staff and staff of public and private sector agencies to support the appropriate flow of relevant information where required
-
Enters purchase requisitions into Oracle Cloud and processes invoices
All VSBA staff have a shared responsibility to meet the same service standards outlined in the VSBA Customer Service Charter. Our goal is to make every interaction with the VSBA a positive one for our customers, colleagues and key partners regardless of our individual role or team.
Attributes
The successful applicant will possess excellent interpersonal and stakeholder management skills, an ability to prioritise tasks, work collaboratively with team members to foster a positive and supportive work environment, excellent planning and organising skills and the ability to complete tasks with a high level of atte ntion to detail.
Desirable Qualifications and Experience
-
Desirable : considerable/demonstrated experience similar role within government
Further Information
For more details regarding this position please see attached position description for the capabilities to address in application.
The department values diversity and inclusion in all forms - gender, religion, ethnicity, LGBTIQ+, disability and neurodiversity. Aboriginal and Torres Strait Islander candidates are strongly encouraged to apply. For more information about our work, working for the Department, diversity and inclusion, and our employment conditions visit the Department website and our Diversity and Inclusion page
Applicants requiring adjustments can contact the nominated contact person.
Information about the Department of Education's operations and employment conditions can be located at www.education.vic.gov.au.
For further information pertaining to the role, please contact
Petra Eibl via email at [email protected]
Preferred applicants may be required to complete a police check and may be subject to other pre-employment checks. Information provided to the Department of Education will be treated in the strictest confidence.
Please let us know via phone or email if you require any adjustments to ensure your full participation in the recruitment process or if you need the ad or any attachments in an accessible format (e.g large print) due to any viewing difficulties or other accessibility requirements.
Applications close 11:59pm on 30-June-2026
