What's on Offer
Not all Executive Assistant (EA) roles are created equal. This role provides the opportunity to work in close partnership with the Executive Director, Strategic Services, delivering high‑level executive, secretarial, and administrative support.
The position plays a key role in coordinating the day‑to‑day operations of the Office of the Executive Director.
As an experienced EA, you are highly organised, reliable, and well prepared. You demonstrate sound judgement, the ability to anticipate requirements, and the capacity to respond effectively within a fast‑paced emergency services environment. Y
You possess well‑developed skills in Microsoft Windows applications and are confident in the use of technology to support executive operations.
Your capability includes advanced document and file management, professional correspondence, and presentation preparation. You apply a continuous improvement approach, identifying opportunities to enhance systems and processes to improve efficiency and overall directorate performance.
Initiative and forward planning are essential to success in this role and are demonstrated through your proactive approach to work. Your strong interpersonal and communication skills enable you to build effective working relationships and represent senior leadership with professionalism, discretion, and integrity.
This is a permanent appointment offering a varied and rewarding role in which no two days are the same. Responsibilities include managing multiple priorities and supporting effective stakeholder engagement across the organisation. We are committed to providing a high‑quality working environment and supporting the wellbeing, development, and retention of our valued employees.
Working with us provides:
* Access to a Rostered Day Off
* Annual uniform allowance
* Leave loading @ 17.5%
* WFH (conditions apply)
* Support for education, career and professional development
* An unrivalled suite of physical and mental health and wellbeing support services
* Discounted health insurance
* Free gym facilities (conditions apply)
About the Role
As an experienced Executive Assistant, you apply sound judgement, discretion, and professionalism in supporting executive decision‑making.
You are confident in managing matters independently, providing accurate and timely information, and engaging effectively with a broad range of internal and external stakeholders.
This role requires regular interaction with senior executives at Fire Rescue Victoria (FRV), as well as senior leaders across government departments and partner agencies.
This engagement is underpinned by a high level of written and verbal communication capability.
In your day‑to‑day work, you demonstrate initiative, strong problem‑solving skills, and resilience in a dynamic and often high‑pressure environment.
You are highly organised, adaptable, and resourceful, contributing as a reliable member of a high‑performing team committed to delivering outcomes that support the organisation and the community.
Functional Accountabilities:
* Manage the workflow of information and all requests within the Office of the Executive Director
* Provide assistance to the Executive Director's direct reports including Directors and senior leaders this includes collating and preparing reports and assisting with general administration and projects
* Attend to high volume of significant and urgent matters submitted to the Executive Director for consideration or approval and determine necessary priorities, approval methods and ensure necessary follow up action is taken
* Coordinating requests for information from internal and external stakeholders
* Providing professional first point of contact for all enquiries to the Strategic Services Directorate
* Attending to any actions arising from Executive Leadership Team meetings that involve Policies, Procedures or correspondence
* Displaying a high degree of discretion, confidentiality, initiative and adaptability in your daily performance
* Assist the Executive Director with the daily operations; follow up on their activities and commitments, including tasks that have been delegated to other staff and stakeholders
* Undertake research and prepare advice and findings to inform executive level decision making and planning
What you will need to Succeed:
As a results driven professional, you are highly organised and your experience should include.
* Minimum Year 12 certificate or equivalent
* Relevant Business Administration qualification
* Demonstrated extensive experience as an Executive Assistant and/or Personal Assistant
* Established intermediate to high level of competence in the use of Microsoft Office applications including Outlook, Word, Excel and PowerPoint etc
Serving the Community, valuing teamwork, having integrity, showing respect and being accountable are core values at Fire Rescue Victoria (FRV).
We are looking for candidates who are committed to upholding our organisational values and behaviours as they guide our work and shape our culture.
About Us
FRV is a modern fire and rescue service that meets the needs of twenty-first century Victoria. FRV comprises of 4500 dedicated employees who serve and protect communities throughout Melbourne and Victoria's major regional centres.
The Strategy Directorate is responsible for FRV technical and specialist capability including aviation coordination, research and development, operational communications and IT services and doctrine, along with equipment resource management.
Strategy is also responsible for interoperability, ensuring that these high quality FRV capabilities are delivered in collaboration with other emergency management partner agencies to reduce the impact and consequences of fire and other emergencies on Victorian communities. Strategy is the advocate for operations in the area of property and fleet.
We value and respect workplace diversity and seek to build a workforce that is representative of the community we serve.
We welcome applications from people of all ages, genders, cultural and linguistic backgrounds, religious beliefs, Aboriginal and Torres Strait Islander peoples, people with a disability and people who are diverse in gender and sexuality.
How to Apply
Please apply via Seek by submitting
both
a tailored cover letter and resume addressing the qualifications and work experience criteria listed.
Applications will be reviewed when received and suitable candidates will be contacted for interview at that time.
You are encouraged to apply early to ensure you don't miss this opportunity.
If you require any assistance or adjustments to fully participate in the recruitment and selection process, please contact Veronika Klaic, Recruitment Business Partner at
Important Information
FRV's standard practice is to appoint at the advertised salary level.
Applicants must be an Australian Citizen, Permanent Resident or hold a valid work permit or visa to apply for this position.