Executive Assistant

Job description

• 6-month contract
• Hybrid Model
• Competitive rate
• Ultimo Location 
• 35-40 hrs per week

• Provides broad, high-level professional executive support to the Head of Dept and effectively manages general day-to-day office operations and administration activities. 
• Diary management. 
• Offers professional executive support and administrative services to the Head, ensuring proficient coordination and execution of critical activities and tasks. 
• Responds to inquiries in person, by phone and email from both internal and external parties to the institution, using discretion, empathy, and a sound knowledge of the faculty’s priorities. 
• Drafts and reviews correspondence, ensuring meeting papers are collated and available in good time, with appropriate logistical arrangements. 
• Manages complex and urgent travel arrangements for the Head, including local, interstate, and overseas itineraries, in line with the Departments policies and procedures. 
• Develops and maintains relationships with key external stakeholders and facilitates information flow between the Head, FGM, and senior academic and professional staff, ensuring confidentiality and quality of correspondence. 
• Builds relationships with the Office of the Provost, Senior Administrators, Heads of School and academic staff across the Institution. 
• Understands the Heads key priorities, escalating important issues as needed. 
• Maintains constructive and customer-focused relationships with key stakeholders, ensuring a high level of customer service from the Heads office. 
• Manages and delivers a range of assigned projects either independently or as part of a project team or committee. This includes coordinating faculty strategic planning sessions or specialist staff training seminars. 
• Gathers and prepares project data, analysis and reports to support project organisation. 
• Manages project processes, documents and planning tools. 
• Develops comprehensive knowledge of the formal decision-making and approval processes within the Department and Institution. 
• Arranges meetings on behalf of the Head, ensuring papers are collated and available in good time with logistical arrangements made. 
• Undertakes ad-hoc projects and other activities. 
• Performs work activities relevant to the role’s key accountabilities as approved by the Manager and appropriate to the role’s classification level.  

• An equivalent combination of relevant training and experience. 
• Experience using systems such as Concur SAP.
• Demonstrated ability to work both independently and as part of a team, taking initiative and exercising sound judgement in resolving matters that may arise as part of normal daily work. 
• Well-developed negotiation, conflict resolution, relationship building and influencing skills 
• Excellent verbal and written communication skills, with experience handling a wide range of enquiries and providing excellent customer service. 
• Advanced computer skills with advanced proficiency in Microsoft Office Suite including extensive diary management experience. 
• Excellent time and workload management skills, with demonstrated ability to prioritise effectively, manage multiple tasks, meet deadlines and achieve required outcomes.