Executive Assistant

Role Overview

We are looking for a skilled Executive Assistant to deliver comprehensive administrative and operational support to the Office of the Director, Student Administration at a prestigious university in Victoria. This key position involves supporting the Director and senior leaders, ensuring efficient office functioning through superior executive assistance, governance coordination, and fostering strong institutional relationships.

Key Responsibilities

• Deliver executive support to the Director, Student Administration, and other senior leaders within the division.
• Serve as the primary contact for inquiries, providing excellent customer service and stakeholder communication.
• Handle complex scheduling, email management, meetings, distribution lists, and daily office tasks.
• Organize governance activities, including preparing committee documentation, maintaining action logs, and tracking reporting deadlines.
• Produce high-quality reports, presentations, correspondence, and manage confidential documents.
• Assist with divisional finance and human resources administrative tasks.
• Maintain effective administrative systems, records management, and streamline operational workflows.
• Arrange meetings, events, venue bookings, catering, and related logistics.
• Engage confidently with internal and external stakeholders while upholding confidentiality, professionalism, and discretion.
• Apply sound judgment, prioritize competing demands, and seek opportunities to enhance workflows and efficiency.

Qualifications & Experience

• Significant experience in the higher education sector is highly advantageous.
• Proven track record providing executive-level administrative support in complex organizational environments.
• Skilled in managing competing priorities and assisting senior executives effectively.
• Robust organizational abilities to handle multiple deadlines in a dynamic work setting.
• Experience with governance procedures, committee coordination, or secretariat duties is desirable.
• Exceptional communication abilities with meticulous attention to detail.
• Adept at establishing positive stakeholder relationships across all levels.
• Trusted with managing sensitive information professionally and discreetly.
• Proficiency with Microsoft Office applications and Outlook, with adaptability for new systems.
• Background in university, government, or extensive corporate environments will be regarded favorably.
• Initiative to identify process improvements and implement efficient administrative practices.
• Mandatory possession or willingness to acquire a current Victorian Working with Children Check (WWCC).

Additional Information

This opportunity is perfect for an experienced Executive Assistant eager to work within a vibrant higher education setting supporting senior leadership. The recruitment process aims to proceed swiftly. The hiring agency embraces diversity and inclusion, committing to an accessible and unbiased recruitment experience. Applicants are encouraged to communicate their preferred contact methods and request accommodations as necessary. Submitting an application constitutes consent to collection and handling of personal data in accordance with the agency's privacy policy.