The purpose of the executive assistant role is to provide high-level executive support to the Deputy Secretary, including high quality executive and administrative support, management of services for complex office support, correspondence and record keeping, and application of administrative policies, procedures and protocols, while displaying diplomacy and discretion. This position requires the successful applicant to demonstrate high level inter-personal and stakeholder management skills, including the capacity to liaise with a wide range of internal and external stakeholders on behalf of the Deputy Secretary. The position will be required to develop effective working relationships across SWG and with other Groups within the Department as well as other departments and agencies. Functions undertaken in this role include the following: * Providing high-level diary and email management for the Deputy Secretary. * Identifying the needs of the office as they develop and developing and implementing new processes to meet the new demands. * Assisting the Executive Coordinator in the coordination of requests and deadlines. * Assisting the Executive Coordinator in communicating the Departmental standards, Deputy Secretary's preferences and processes clearly to the group * Assisting the Executive Coordinator in the quality assurance of staffing requests and procurement requests of the Group for the Deputy Secretary's approval. * Creating and finalising procurement requests on behalf of the Deputy Secretary. * Liaising with the offices of the Ministers, the Secretary, Deputy Secretaries, Assistant Deputy Secretaries and key external stakeholders. * Coordinating requests and projects as required, and undertaking other duties as required. The Executive Assistant provides high level administrative and coordination support to the Deputy Secretary in the Schools Workforce Group (SWG), enabling the effective delivery of departmental objectives in line with DE values. The role manages the deputy secretary calendar and meeting coordination, corporate services, travel arrangements, and stakeholder liaison while supporting quality assurance, records management, and efficient divisional operations. About the Role The Executive Assistant is responsible for executive and divisional administrative support functions to support the effective delivery of department objectives in a way that aligns with DE's Values. The role and responsibilities of the Executive Assistant will include: * Provide a suite of quality administration support, including email and claendar management for the Deputy Secretary's office * Support in the coordination of incoming and outgoing work and provide quality assurance of meeting papers, agenda's and other key documents * Manage local corporate service functions (invoicing, purchasing, staffing requests, records management and induction support, network and security access and IT equipment requests for new starters and contractors, asset and facilities matters) and liaising with corporate service experts as required * Coordinate travel accommodation and flights via CTM (including obtaining quote for approval, making booking and onforwarding invoices for processing). * Liaise with the offices of the Ministers, the Secretary, Deputy Secretaries, other and key internal stakeholders * Identify the needs of the Deputy Secretary to improve process and continous support * Build and maintain positive and professional stakeholder relationships and contribute to a divisional culture based on DE's values. * Calendar management including: - meeting set up/reschedules - meeting room bookings - event and meeting coordination as required For more details regarding this position please see attached position descriptions. 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 David Robinson, Executive Officer via David.Robinson@education.vic.gov.au or 61 3 7022 0858. 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 Monday 26 January 2026.