Executive Support Officer / Office Manager
Melbourne CBD | Temporary Full-Time | ASAP Start | Until Early December 2026
$45 per hour + superannuation

Are you an organised, switched-on Executive Support professional who can keep a busy Director on track while also making sure the office runs smoothly? If you thrive in a fast-paced environment, enjoy being the person others rely on, and can move confidently between executive support, office coordination, governance, and administration, this could be the role for you.

The Client:
We are recruiting on behalf of a highly regarded federal government peak body - a nationally significant organisation at the forefront of workforce development and vocational education reform. Their work directly shapes the future of Australia's public safety and government sectors, including police, emergency services, correctional services, defence, and all tiers of government. The work is meaningful, the pace is high, and the projects are substantive.

The role:
You will work closely with a senior Director as their trusted right hand, managing priorities, coordinating meetings, preparing documentation, and keeping key actions moving. Alongside this executive support focus, you will also take ownership of day-to-day office coordination, helping maintain a professional, well-organised, and responsive workplace.

This role would suit someone who enjoys variety, can anticipate what is needed, and is comfortable being the go-to person for both executive support and office operations.

Key role responsibilities:

• Managing a complex diary, travel, expenses, and meeting schedules with precision
• Triaging correspondence, identifying priorities, and ensuring timely follow-up
• Drafting briefing notes, presentations, speaking notes, and Board-level governance papers
• Attending meetings, capturing minutes, tracking actions, and following up consistently
• Monitoring contracts, subcontractor timelines, and project milestones on behalf of the Director
• Maintaining accurate records, version control, filing systems, and shared folders
• Coordinating office supplies, facilities requests, visitors, couriers, and general office administration
• Supporting onboarding logistics for new starters, including equipment, access, and induction coordination
• Assisting with internal communications, newsletters, and website content as required
• Providing sound, policy-grounded advice to support the Director's decision-making

Skills and experience required:
Beyond strong administration capability and confidence across Microsoft Office, including mail merge, we are looking for someone who brings:

• Previous experience in executive support, office coordination, office management, or senior administration
• Genuine curiosity and a desire to understand the work, not just process it
• High energy and the stamina to keep up with a fast-paced executive office
• A practical, solutions-focused mindset and the confidence to find answers
• Strong initiative and the ability to anticipate what is needed next
• The ability to pivot without losing momentum when priorities shift
• Exceptional written and verbal communication: precise, professional, and confident
• Discretion and sound judgement, especially when handling sensitive matters

The details:
This is a temporary, full-time casual engagement running until early December 2026, with an immediate start. The role is based at the organisation's Melbourne CBD office, with a hybrid arrangement available after the initial training period.

Remuneration is $45 per hour plus superannuation.

Pre-employment requirements:
Successful candidates will be required to hold a current Working With Children Check (WWCC) or willing to obtain one (the cost will be reimbursed by the client) and consent to a National Police Check conducted by Dixon Appointments prior to commencement.

Apply now:
If you are a proactive Executive Support Officer, Office Manager, or senior administrator who enjoys variety, responsibility, and meaningful work, we would love to hear from you. Please submit your resume for consideration. Applications will be reviewed as received, so early applications are strongly encouraged. Please note: only shortlisted candidates will be contacted.

Dixon Appointments values diversity and inclusion and is committed to providing a safe, inclusive and barrier-free recruitment experience. Please indicate your preferred method of communication in your application, and please let us know if you require any adjustments when dealing with us.

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