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Location
Sydney
Salary
$65 per hour + super
Job Type
Permanent
Ref
BH-183508
Contact
Gemma Fernie
Contact email
Email Gemma
Posted
5 days ago
Role: Executive Assistant to Vice President
Contract Length: December 2024 (possibility of extension)
Location:  Sydney, 2000
Rate: $65 per hour + super
5 days in the office

The Executive Assistant provides the full suite of executive-level secretarial support to the Vice President Advancement and Director of Alumni and Supporter Experience. They ensure that the executive’s office functions seamlessly and represents the office in interactions.

Principal Responsibilities:
  • The position provides guidance and leadership to, as well as collaborating with, other administrative staff within the Development portfolio and facilitates the overall effective management of the Development Office. This includes monitoring and advising the Vice President on priority issues for attention in order to facilitate strategic leadership, appropriate action and achievement of the University and Development goals. The position also collaborates with the Development leadership team to ensure the administrative services and functions are carried out effectively and efficiently.
  • Manage an effective calendar ensuring the Vice President is able to identify and address important issues through effective coordination of meetings, and coordinate the calendar of the Director to ensure alignment to priority areas.
  • Coordinate the organisation of meetings, appointments and engagements with a wide range of senior stakeholders, donors and community leaders ensuring that all relevant papers such as agendas, minutes and briefing papers are available to the Vice President and Director where required.
  • Manage high volume telephone calls, screen callers and connect/redirect to the appropriate areas as necessary and greet a range of visitors (including VIPs) to the office in a professional and appropriate manner.
  • Act as a liaison point between the directors/managers and stakeholders and exercise predetermined authority in screening access.
  • Ensure the office runs smoothly and efficiently at all times and keep the Vice President informed of relevant issues when off-campus or overseas.
  • Contribute to the implementation of standards and protocols which highlight the portfolio’s professionalism.
  • Provide overview of all major correspondence representing the Vice President to ensure it is correct and edited to present and convey the professional image of the portfolio and when required to assist the Director in internal and external correspondence.
  • Manage the expenses processing of the Vice President and Director in line with applicable University policies.
  • Coordinate policy compliant travel and arrange activities of the Vice President and Director for local and overseas trips.
  • Maintain filing and record keeping system, including security for confidential files and correspondence.
  • Provide or coordinate administrative cover for other areas of the Office in the event of staff absence.
Knowledge/Skills/Competencies Required:
  • An equivalent combination of training and experience or Tertiary qualifications - In a relevant field
  • Higher Education or Government Experience
  • Ability to work as part of a professional team, as well as independently with minimal supervision.
  • Capacity to deal with matters tactfully and discreetly and to deal with information in the strictest confidentiality.

For further information on this role or to confidentially apply, please contact Gemma Fernie  on 02 8227 9200 or apply directly via the Apply for this job button. Only WORD FORMAT resumes will be accepted.