Executive Assistant

VicTrack is the custodial owner of Victoria's rail transport land, assets and infrastructure. We work to protect and grow the value of the portfolio, to support a thriving transport system and make travel and living better for all Victorians. With much of our asset portfolio dedicated to rail transport - our land, infrastructure, trams, trains and telecommunication networks - our focus is on strategic asset management and supporting the delivery of better transport solutions.

When you join VicTrack, you'll become part of an organisation that celebrates the diverse backgrounds, perspectives, and life experiences of our people. We are committed to fostering a workplace that mirrors the diverse communities we serve. Everyone is welcome to apply for a role at VicTrack and we encourage open discussions about any adjustments you might need during the recruitment process or within the role. If you have a disability or specific access requirements, please let us know how we can offer you additional support.

Benefits

• Free travel on all public transport - Trains | Trams | V/Line
• 17.5% leave loading
• 1 x Extra day off (EDO) per month
• Flexible work environment | hybrid work - 4 x days in office, 1 x days WFH
• Flexible public holidays - swap any public holiday for another day that better suits your lifestyle, culture, or personal commitments
• Stable work environment - Victorian Government state-owned enterprise
• 16 weeks paid parental leave (36 unpaid)
• Comprehensive health & wellness programs
• Additional 5 days of reproductive health and wellbeing leave to support your reproductive health, wellbeing, and related life events
• Free access to on-site gym and end of trip facilities
• Training and development opportunities to help you grow and develop your career

The challenges of our fast-growing sector put our people at the front of some of Victoria's most exciting projects in telecommunications, property development and project delivery - with job opportunities as diverse as our organisation.

The Role

The Executive Assistant provides high-quality executive, governance and business support services to allocated Executive General Managers and senior leaders within VicTrack.

The role is responsible for the end-to-end management of executive support activities including diary and workflow management, stakeholder liaison, committee secretariat services and administrative coordination. The role contributes to the efficient operation of the Office of the Chief Executive through the delivery of professional, proactive and responsive executive support services that enable leaders to achieve strategic and operational objectives.

As a member of the Executive Assistant network, the role contributes to a coordinated organisation-wide executive support service that promotes consistency, collaboration and service excellence across VicTrack.

• Provide high-quality, professional Executive Assistant support ensuring responsiveness, discretion and reliable service delivery. Manage day-to-day executive requirements and support the effective prioritisation of tasks and commitments
• Manage complex executive diaries, including scheduling, prioritisation of commitments, conflict resolution and forward planning to optimise time management and minimise scheduling conflicts
• Coordinate executive workflows, correspondence, approvals and priority actions, ensuring timely progression and appropriate follow-up
• Prepare and coordinate executive briefings, presentations, reports and supporting materials, ensuring accuracy, quality and alignment with required standards. Coordinate the collation and submission of papers for Executive, Board and Committee consideration
• Provide secretariat support for Executive Committees, governance forums and leadership meetings, including preparation of agendas, coordination of meeting papers and accurate minutes. Maintain action registers and track decisions and deliverables, ensuring timely follow-up with stakeholders
• Support engagement with government departments, ministerial offices and external stakeholders, ensuring effective coordination and information flow. Assist with the preparation of Ministerial briefings, responses and government information requests
• Coordinate meetings, workshops, forums and events, ensuring logistics and stakeholder requirements are managed effectively. Maintain administrative systems and accurate records. Undertake procurement and financial processing activities, including purchase orders and invoices
• Collaborate with the wider EA team to ensure consistent support standards and share knowledge. Provide coverage during periods of leave and peak demand

• Certificate IV in Business Administration, Business Management or a related discipline, or equivalent experience

Knowledge & Experience:

• Experience providing Executive Assistant support to Executive Group Managers, C-Suite executives or equivalent senior leaders within a complex corporate, government or public sector environment (mandatory)
• Demonstrated ability to work collaboratively within a team-based environment, fostering a respectful, inclusive and high performing team culture. Proven capacity to build positive working relationships, share information and support colleagues
• Proven ability to manage complex executive diaries, competing priorities and high-volume workflows, while maintaining exceptional accuracy and attention to detail
• Advanced capability in using digital tools and platforms (e.g. Microsoft Teams, SharePoint, Outlook, Excel and Microsoft Copilot) to improve productivity and streamline workflows
• Strong experience providing committee support, including preparation of agendas, minutes, action registers and meeting documentation, with the ability to support effective governance processes
• Highly developed written and verbal communication skills, with the ability to build productive, trusted relationships and effectively engage with senior leaders and diverse stakeholders across internal and external environments
• Demonstrated ability to exercise sound judgement, maintain confidentiality and manage sensitive information in a professional, executive environment

To Apply

*PLEASE ONLY SUBMIT YOUR RESUME AND/OR COVER LETTER IN PDF FORMAT

If you are interested in this exciting opportunity with us, please click apply and submit your resume in PDF format only. All applications are strictly confidential.

We are proud to be recognized by WORK180 as an employer of choice for women. Explore the WORK180 website to learn about our benefits and policies. Research shows that 60% of women and underrepresented groups may decide not to proceed, even after drafting an application. We believe diversity strengthens every team, so even if you don't meet every qualification, we still encourage you to apply!

Offer of employment is strictly subject to successful background (pre-employment screening) and criminal history check. VicTrack is an equal opportunity and human rights employer.

Applications will be reviewed and processed as they are received, so please don't wait until the deadline to apply.

Closing Date: 31/07/2026

*PLEASE ONLY SUBMIT YOUR RESUME AND/OR COVER LETTER IN PDF FORMAT