Executive Assistant

About Us 

We create thriving places and connected communities. We plan, build and maintain Victoria’s transport, planning and land services. We are committed to a safe, inclusive and high-performing workplace. 

We welcome applicants from diverse backgrounds and are committed to creating a safe, inclusive workplace where our people can thrive and do meaningful work. 
  

About the role 
The Executive Assistant provides high-level executive and administrative support to the Deputy Secretary, ensuring effective communication, stakeholder coordination and smooth day-to-day operations. The role manages confidential correspondence, proactive diary and scheduling, information flow, and engagement activities while building strong relationships across internal and external stakeholders.

The position also maintains communication channels, coordinates approvals, supports collaboration across teams, and drives continuous improvement to enhance efficiency and service delivery. Success in the role requires excellent organisation, attention to detail, strong interpersonal skills, sound judgement, and the ability to work independently in a fast-paced, dynamic environment.
 

What we’re looking for (Selection Criteria) 

You’re someone who: 

• Builds and maintains strong stakeholder relationships by understanding needs, fostering collaboration, and delivering positive outcomes.
• Drives continuous improvement by identifying opportunities to streamline processes, improve systems, and enhance service delivery.
• Applies critical thinking and systems thinking to analyse complex issues, solve problems, and make informed decisions that consider broader organisational impacts.
• Effectively plans, coordinates and delivers work, monitoring progress and adapting priorities to achieve agreed outcomes.
• Thrives in a collaborative and changing environment, embracing new ways of working, supporting others through change, and promoting knowledge sharing across teams.

Click here to access the Position Description. 

Qualifications and experience 

You’ll bring: 

• Demonstrated experience in coordination, stakeholder engagement or executive support within a complex environment (mandatory).
• Proficiency in Microsoft 365, including Outlook calendar management, Teams meetings and webinars, and SharePoint pages and libraries, with strong written communication skills and attention to detail (mandatory).
• An understanding of parliamentary and government processes (desirable). 

Pre-employment checks and employment conditions  

Relevant pre-employment screening and reference checks will be required. 

Applicants must be an Australian Citizen, Permanent Resident or hold a valid work permit or visa necessary for the nature of the position. 

Recipients of Victorian Public Service (VPS) voluntary departure packages should note that re-employment restrictions apply. 

How to apply 

Click the ‘Apply’ button to be redirected to our recruitment platform, where you may need to create an account to submit your application. 
Applications close at 11.59pm on Wednesday, 19th August 2026.

Please include both your resume and a cover letter addressing how your experience addresses each of the key selection criteria for the role. All applications must be submitted via the online portal, we’re unable to accept email or manual submissions. 

For further information about the role, please contact Paula McDonald, Senior Advisor ***************@transport.vic.gov.au.  

Redeployees

If you are a VPS redeployee, please state this in your cover letter and include your case manager’s contact details. This helps ensure your redeployment status is appropriately considered. For more information on redeployment, visit the Victorian Government policy. 

Important Information

If you require any adjustments to fully participate in the recruitment process or need the advert or attachments in an accessible format (e.g., large print), please contact us. We're here to support you.