About the role

• Exciting opportunity to join the join Major Road Projects Victoria the centre for excellence in road construction delivery
• Be part of a high performing West Gate Tunnel Project team
• City Shaping Major Transport project
• This is a 3 year fixed term contract

The Major Roads Projects Victoria, Major Transport Infrastructure Authority (MRPV MTIA) has an opportunity for an experienced Project Supper Administrator to join the Commercial and Legal team on the WGTP.

The Project Support Administrator is responsible for providing high level project support services to the Commercial and Legal team at the WGTP MTIA. The key areas of administration and business support, document control, data entry, reporting and executive assistance.

This position requires the successful applicant to demonstrate administrative skills and high-level interpersonal skills, including the capacity to manage the relationship interface, on behalf of the Director and project team with a wide range of internal and external stakeholders.

The successful candidate will be required to undergo pre-employment checks which include national police checks and misconduct screening.

Key Accountabilities

1. Provide a range of effective executive support functions, including email and diary management, arranging and scheduling appointments and meetings, coordinating papers, organising venues and agendas, taking minutes, following-up actions and other administrative duties.
2. Provide high level support services and advice/information to the Director and team members which meet expected quality standards and is consistent with policy and project directions.
3. Act as a key business user in relation to the WGTP MTIA’s information management systems, ensure information is appropriately registered and controlled and promote the use of correct document and information management processes.
4. Work closely with other administrative staff in establishing and maintaining best practice project support services, office systems, information technology, databases and information management systems.
5. Liaise with organisations and individuals at all levels within the public and private sectors on a range of matters associated with project activities.
6. Manage the timely workflow of briefs and correspondence; and reporting requirements across the project team and ensure the quality of documents submitted is of a high standard.
7. Develop and maintain effective working relationships and communication with stakeholders, internal and external to the division.
8. Liaise with project team members to determine process improvement opportunities and then progress through to development and implementation.
9. Manage the timely compilation, development and review of team reports and registers.

Key Selection Criteria

1. Demonstrated expertise in the provision of high level administrative, secretarial and executive support services at senior management level, including managing work schedules, anticipating needs, and coordinating and providing relevant project support, papers and briefings prior to meetings.
2. Well-developed communication, interpersonal and presentation skills and ability to develop and maintain effective working relationships within and external to the organisation.
3. Proficient word processing and keyboard skills, with an aptitude to learn new systems and software. Advanced Word skills and proven ability to utilise the range of Microsoft Office software packages, Outlook and electronic document and records management software (preferably CM9).
4. High level skills in co-coordinating a range of concurrent tasks, meeting work deadlines, taking initiative and working effectively with others in a demanding work environment.
5. Proven ability to undertake research and prepare routine correspondence.
6. The ability to work to often competing demands and time critical documents and processes.