Executive Assistant - (Community Wellbeing)

About you: 

As the executive assistant you will be a motivated professional who thrives on delivering exceptional support with a high level of quality service to internal and external customers as one of the primary contact people in the Community Wellbeing Directorate, you will have experience in a senior secretarial/administrative role with outstanding attention to detail, excellent customer service skills and well developed verbal and written skills. You will also bring, honesty and transparency, accountability, valuing everyone, working with and for our community along with working together. 

The Role:  

As the executive assistant you will support the Director Community Wellbeing and play a pivotal role in ensuring the smooth and efficient operation of the Directorate. The role entails a range of duties including: 

• Being the primary liaison and first point of contact for internal and external approaches to the Director, including the coordination of inward and outward face to face, correspondence, emails and telephone enquiries between staff across the whole organisation.  
• Arranging meetings, organising the diary, preparing and coordinating draft reports/correspondence as they pertain to the Division and generally support the day-to-day activities of the Director. 
• Providing executive assistance and support to the Director Community Wellbeing including confidential support and day to day management of the Division including the management and support of specific initiatives relevant to the Division as identified by the Director. 
• Assist with the coordination of all administrative staff across the Division ensure resource sharing, consistency of standards and general applications of corporate processes, procedures and protocols.  
• Providing a high level of quality service to internal and external customers as one of the primary contact people in the Community Wellbeing Directorate.
• Coordinating business unit reporting for the division as required by the Director. 
• Supporting the Director with key meetings scheduling, agenda, preparation and minute taking. 
• And so much more! 

To see a full list of what your new job will entail, please find the Position Description on the City of Ballarat Careers Page.

Key Selection Criteria: 

• Degree or Diploma in Business Administration with some experience or lesser qualifications with substantial experience is desirable. 
• Demonstrated ability to champion, model and promote the corporate values. 
• Demonstrated excellent interpersonal, communication and presentation skills.  Professional, corporate, confident, calm and approachable manner.  Clear, concise speech, ability to listen, understands, interpret and follow through and respond to requests in a timely manner in a demanding work environment. 
• Demonstrated high level experience of administration skills including but not limited to minute taking, preparing newsletters, correspondence, producing agendas, preparing funding proposals and maintain along with a sound understanding of current office systems and procedures and well-developed computer and word processing skills, including web-based technologies. 
• A proven record of being able to manage time, set priorities, meet deadlines and work independently. 
• Demonstrated high level of discretion and judgement in dealing with politically sensitive and confidential information and demonstrated problem solving skills to manage and follow through the various day to day tasks. 
• Degree or Diploma in Business Administration with some experience or lesser qualifications with substantial experience in the provision of administrative and project management support in a confidential complex and politically sensitive office environment. 

How To Apply: 

To apply for this position please submit your application including a cover letter, current resume and answer screening questions based on the key selection criteria.  Applications close, Monday 3 February 2025

Contact: 

For more information regarding the position, please contact Matthew Wilson, Director Community Wellbeing on 03 5320 5882. 

The City of Ballarat is an equal opportunity employer committed to providing a safe and inclusive working environment that embraces and values diversity, flexibility and child safety. We welcome applications from all walks of life and celebrate the diversity and richness this brings to our workplace and reasonable adjustments will be made to the process to ensure equitable access.  We undertake an employment screening process to ensure this commitment is upheld, this includes ensuring the successful candidate holds a valid working with children check and satisfactory criminal history record check.