About the role
In this role, you will provide high-level executive secretarial and administrative support to the Executive Director, ensuring the effective coordination of office operations and supporting strong communication across internal and external stakeholders.

Work type: Permanent full-time
Classification: Band 6 – $95,760 pa plus super

Key responsibilities include:

• Provide high-level executive support to the Executive Director, including diary management, meeting coordination, and administration of the Executive Director’s office.
• Coordinate agendas, prepare meeting materials, and undertake accurate minute taking for senior meetings.
• Manage incoming communications, including screening, prioritising, and preparing draft responses on behalf of the Executive Director.
• Coordinate schedules for senior divisional staff and support effective planning across the Executive and Senior Leadership Teams.
• Build and maintain strong relationships with internal and external stakeholders to support effective communication and service delivery.
• Assist with budget tracking, monitoring, and reporting for the Executive Director’s office.
• Undertake research, develop insights, and prepare presentations and recommendations on a range of issues.
• Support effective coordination of projects and provide regular status updates to the Executive Director.
• Provide high-quality administrative and customer service support across the division.
• Undertake other duties and special projects as required.

About you
To be successful in this role, you will bring extensive experience in a senior executive support or secretarial role, with the ability to coordinate a busy executive office and manage competing priorities in a fast-paced environment.

Essential Experience:

• Tertiary qualification in a related discipline or extensive experience in a senior Executive Assistant/secretarial role.
• Demonstrated experience supporting senior executives, including coordination of executive office functions.
• Experience supporting corporate services functions, including exposure to Legal, Finance, or Human Resources environments.
• Highly developed organisational skills, including coordinating meetings, travel, and complex schedules.
• Advanced proficiency in Microsoft Office applications (Word, Excel, PowerPoint) and electronic diary management systems.
• Strong written communication skills with the ability to draft correspondence, reports, agendas, and briefings.
• Demonstrated ability to manage sensitive and confidential information with integrity.
• Strong attention to detail with the ability to manage quality and document control processes.
• Demonstrated ability to plan, prioritise, and meet demanding deadlines.
• Well-developed interpersonal and stakeholder engagement skills, including the ability to build rapport at executive and councillor level.
• Basic financial and budget monitoring capability.
• Preferred candidates will be required to undergo a National Police Check as part of the recruitment process (funded by the City).

If this sounds like the role for you, then click apply now! 

Child Safety Responsibilities   
We are committed to being a child-safe organisation and have zero-tolerance for child abuse. We have specific policies, procedures, and mandatory training in place to support employees, volunteers, and contractors to achieve and adhere to these commitments. Please read our Child Safe Standards Management Policy.  

Diversity and Inclusion  
At the City we want a workforce that reflects the community we live in. We welcome and embrace everyone, all people with their own unique experiences, and support and encourage all our employees to do their best work, have equal access to opportunities and a just working environment. For this reason, we particularly welcome and encourage applications from First Nations people, people with diverse cultural and linguistic backgrounds, from the LGBTQIA+ community, people with disability and people of all genders, ages and diverse experience.  

We are the City
From parks to offices, childcare centres to works depots, leisure facilities to the Wool Museum and waterfront, our team plays a vital role in shaping our vibrant and growing community. Our community counts on us to get the essentials right while looking for ways to go beyond. By listening, collaborating, and focusing on sustainability, we strive to do the basics brilliantly and create a lasting impact. If you’re ready to be part of something bigger, join us in shaping the future of Geelong.

We support accessibility and encourage discussions about any adjustments or support you may need during the recruitment process.

Applications and Enquiries

Click the Position Description link to view more information about this position.

Applications close: 11:55pm, 12th May 2026

Enquiries: Nikki Short | Senior Talent Acquisition Partner | Nikki.Short@geelongcity.vic.gov.au

Click the Apply button to submit your application or find out more about this opportunity. If we can assist you with any reasonable adjustments in order to submit your application for this role, please contact the Talent Acquisition team via email at careers@geelongcity.vic.gov.au noting your preferred method of communication and contact details and a member of the team will be in touch.

We collect demographic data to help us learn who our advertisements are reaching and how we can reach an even more diverse audience. We are committed to building a more diverse team. Your responses to our demographic questions are strictly confidential and will not be individually shared.

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