About The OrganisationPublic Skills Australia (PSA) is appointed by the Department of Employment and Workplace Relations (DEWR) as one of 10 Jobs and Skills Councils. Public Skills Australia works with employer and employee representatives (career and volunteer) from the Public Safety and Government industry-sectors Police, Fire and Emergency Services, Correctional Services, Defence, Federal, State/Territory, and Local Government and provides the following services in support of industry:Development and consultation of workforce planning and training products that meet industry and policy needs;Implementation, promotion and monitoring of strategies that drive improvement of training delivery and monitor resulting impacts;Stewardship of intelligence relating to workforce challenges and skill needs.About The PositionAn Executive Support Officer provides a range of administrative duties to the CEO, Executive Advisor and company executives, ensuring smooth running and effective communication in the Office of the CEO. This position establishes and maintains effective confidential administrative processes associated with the Office of the CEO and also manages the calendars, diaries and travel for the Office of the Executive. This position requires a high level of stakeholder management, exceptional organisational skills and the ability to handle multiple projects and tasks within a confidential context.PSA behaviours and expectationsAs a team member within PSA, you will be expected to:Actively contribute: You will proactively provide strategic advice and focus on key deliverables.Promote good governance: You will actively promote good governance and adhere to policies and procedures.Collaborate with stakeholders: You will promote stakeholder engagement and pursue opportunities to connect PSA across industry sectors under its remit.Drive engagement: You will communicate, consult and collaborate widely, effectively representing and promoting PSA at all times.Key ResponsibilitiesThis role will be responsible for:Administration and CEO Office Management:Managing the calendars, diaries and travel bookings of the Office of the CEO.Ensuring document filing, communications to and from the Office of the CEO and compliance obligations for the Office of the CEO.Supporting drafting of presentations, communications, speaking notes and other meeting materials.Taking minutes and other records of meetings as directed by the Office of the CEO.Supporting the role of the Executive Advisor and providing ad hoc support to the company executive (where required).Working collaboratively with other administrative and support functions across the company.Monitoring CEO correspondence to ensure timely responses.Maintaining a high level of confidentiality when dealing with requests and/or information.Stakeholder Management:Supporting formal communications and organisation of engagements with ministerial offices, government agencies and other high-ranking officials.Supporting planning and logistics of company Board Meetings, company AGMs and other critical governance meetings or stakeholder meetings under the direction of the Executive Advisor, CEO and company executive as required.Project Management:Helping to plan and coordinate projects (where relevant) ensuring work is delivered within agreed deadlines.Tracking, monitoring and reporting on project progress and submissions to DEWR.Other:Understanding and supporting JSC compliance.Helping to lead the PSA vision, strategy and values within the team and across the company.Handling ambiguity, seeking clarity and navigating through unclear and difficult scenarios.Managing multiple priorities and working to direction.Other reasonable duties as required.Key Selection CriteriaEssential:Proven experience as a Senior Executive Assistant or similar role (5+ years preferred) working with Executives.Exceptional written and verbal communication skills.Strong organisational and time-management skills.Proficiency in office software (e.g., Microsoft Office Suite, project management tools).Ability to handle multiple tasks and prioritise effectively.High level of discretion, reliability, professionalism and attention to detail.The ability to proactively and persistently resolve issues as they arise.Strong interpersonal skills to build and maintain relationships.The ability to work with a sense of urgency and anticipate internal/external stakeholder expectations.A genuine interest in collaborating with team members to co-ordinate and arrange stakeholder and company events.Desirable:Diploma or Bachelors degree in Business Administration or a related field or equivalent experience.Relevant certifications (e.g., Advanced Diploma in Executive Support) are advantageous.Experience working within either a public sector, public safety, government or corrections environment.Other Requirements:For the duration of employment, the incumbent is required to pass and maintain a National Police Record Check.Pass and maintain an employee type Victorian Working with Children Check (WWCC).Be vaccinated against COVID-19.Be legally allowed to work within Australia.It is strongly preferred that the incumbent holds a current Australian State or Territory drivers licence (car).There may be times when it is required to work outside normal business hours i.e. evenings and weekends to meet stakeholder requirements.Travel may be required for this position, including overnight stays and journeys by road, public transport and commercial airlines.Type of Employment:This is a fixed term position subject to Government funding, to reflect the Department of Employment and Workplace Relations (DEWR) grant funding until 30 June 2026. Experienced staff within the public service will be considered for secondment arrangements.Applicants should note that a six (6) month probationary period applies to all new PSA employees (external candidates).Location:The position is based at the companys office within the Melbourne Central Business District (CBD). PSA supports flexible working arrangements, with a focus on balancing staff needs with work requirements.Staff can expect that they may be required to work from the office location exclusively for a period of time. With PSA in its establishment phase, it is anticipated that in the first instance work will be primarily conducted from the Melbourne office.Periodical Review:All PSA positions are subject to regular review and amendment as appropriate following consultation with the Chief Executive Officer. This Position Description serves to illustrate the scope and responsibilities of the post and is not intended to be an exhaustive list of duties. You will be expected to perform other job-related tasks requested by management and as necessitated by the development of the organisation.Please include a Cover Letter as part of your application, addressing the Key Selection Criteria.Applications are open for 21 days; however, Public Skills Australia reserves the right to close advertisements early upon receiving sufficient applications. #J-18808-Ljbffr
Job Title
Executive Support Officer