Executive Assistant

About Us
The Department of Government Services (DGS) was established on 1 January 2023 to improve everyone's experience of doing business and interacting with the Victorian government. We bring important day-to-day services together in one department to make things easy and seamless for Victorians and businesses. We are doing this by connecting and digitising our systems and platforms across state and local government as well as streamlining our corporate and procurement services.

About the role

The Executive Assistant to the General Counsel manages the corporate, governance and administrative functions of the of the division. 

As Executive Assistant, you’ll be assisting to keep things running smoothly by supporting the General Counsel and the wider division.  The successful applicant will have a strong background in executive support with demonstrated experience providing a broad range of services to senior executives. You will be reliable and have exceptional verbal and written communication skills. Resourcefulness, and an ability to prioritise tasks and ensure deadlines are met, will also help ensure success in this role. 

Key Accountabilities  

• Provide high level executive management and administrative support services to the General Counsel, including organising the General Counsel’s commitments, phone call and enquiries screening, diary and email management, and scheduling of internal and external meetings. Work closely with the General Counsel to keep them well informed of upcoming commitments and responsibilities. 
• Manage and lead appropriate processes and systems to ensure key priorities and deliverables are met, including tracking of briefs and correspondence, particularly to support the relevant approval processes and effectively follow up tasks within the OGC. 
• Provide high quality assurance and review of incoming briefs and correspondence, liaising across the business unit and the Office of the Deputy Secretary and Office of the Secretary as required. 
• Assist the General Counsel and OGC with arranging meetings and functions, and supporting recruitment processes (including initiating relevant on-boarding of new staff using VicGov People; equipment allocation and access passes to the buildings). 
• Provide operations and office support to the OGC including purchasing office equipment and supplies, processing financial transactions, and other duties as required including in respect the OGC’s matter management system. 
• Work collaboratively and maintain strong relationships with the Office of the Deputy Secretary, Office of the Secretary, executive officers and other staff across the department and with relevant stakeholders.  Attend the Group Executive Assistant meetings and report back on any new processes or procedures.  
• Work flexibly across the group, performing other tasks and contributing to other projects as required. 

Desirable Requirements

• High proficiency in a range of software programs such as Outlook, Finance (Accounts Payable) systems, Word, Excel, PowerPoint, Outlook, Microsoft Teams.
• Experience with SharePoint, DGS’s Automated Briefing and Correspondence Project (ABC) and legal matter management systems (such as LawVu).
• Demonstrated interest in, and experience using artificial intelligence (AI) tools to enhance administrative efficiency, information management, document preparation and workflow processes, including generative AI tools such as Microsoft Copilot, ChatGPT, Claude, or Gemini, or similar technologies.

This is a fixed term role available until November 2027. The position is only open to applicants with relevant rights to work in Australia. 

For more information and the key selection criteria, please see the Position Description. 

How to apply:
Apply before the advertised closing date 11:59pm on Sunday, 11 October 2026. All applications should include: 

• a resume; and  
• a cover letter which addresses the key selection criteria (within three pages).

Other relevant information:
To be eligible for appointment to this role, applicants will possess corresponding work rights for the advertised employment period. Appointment to an ongoing role is only available to an Australian/New Zealand citizen or an Australian Permanent Resident.  Preferred candidates will be required to complete a Pre-employment Declaration and Consent Form. Employment of successful candidates will be subject to a National Police Check.  

The department is committed to providing and maintaining a working environment which is safe and without risk to the health of its employees and clients and consistent with the department's obligations under the Occupational Health and Safety Act 2004 (OH&S Act), to support this DGS has a COVID-19 Vaccination policy which strongly recommends all DGS employees be fully vaccinated.   

DGS actively promotes diversity, inclusion and an equal opportunity workplace. All roles at DGS can be worked flexibly, however it may differ from role to role.