Executive Assistant- Advancement

University of New South Wales; Randwick City Council; Hybrid; AUD 100,000 - 108,000; Full time

Job summary

Join a leading university as an Executive Assistant to the Chief Advancement Officer. This role involves high-level support, managing communications, and coordinating activities to drive impactful initiatives. Enjoy a flexible hybrid work environment and contribute to transformative change.

Benefits

17% Superannuation contributions

Additional 3 days of leave over Christmas

Discounts and entitlements

Qualifications

• Experience providing high-level executive assistance.
• Ability to operate autonomously while demonstrating strong initiative.

Responsibilities

• Provide executive support, managing diary and correspondence.
• Act as first point of contact for stakeholders.
• Facilitate meetings and manage agendas.

Skills

Communication

Organizational Skills

Time Management

Confidentiality

Initiative

Education

Relevant tertiary qualification

Tools

CRM

Job description

$100,354 - $107,054 + 17% Super + Leave Loading

• Remuneration: $100,354 - $107,054 + 17% Super + Leave Loading
• Location: UNSW Kensington Campus (Flexible hybrid working: Minimum 2 days per week on-site)

About UNSW:
UNSW isn’t like other places you’ve worked. Yes, we’re a large organisation with a diverse and talented community, a community doing extraordinary things. Together, we are driven to be thoughtful, practical, and purposeful in all we do. Taking this combined approach is what makes our work matter. If you want a career where you can thrive, be challenged and do meaningful work, you’re in the right place.

Why Your Role Matters:
The UNSW Advancement team, part of the Division of Societal Impact, Equity & Engagement (DSIEE), is at the heart of driving transformative change. Our mission is to foster partnerships, engage with alumni, and secure philanthropic support to propel groundbreaking research, enhance student opportunities, and address global challenges.

In 2024, UNSW reached a significant milestone by raising more than $100 million through philanthropy, including the largest single donation in our history—$25.9 million from the Swire Group. This gift will directly impact vital health initiatives across the Pacific, supporting cervical screening and treatment services for over 130,000 women in seven countries.

The Executive Assistant (EA) to the Chief Advancement Officer (CAO) will play a crucial role in providing high-level executive support, ensuring all administrative matters, including diary and meeting arrangements, travel, and correspondence, are prioritised and handled efficiently and effectively. This position is the first point of contact for enquiries, requiring confidential, prompt, courteous and effective communication with internal and external stakeholders.

The role of EA reports to the Executive Officer and has no direct reports.

Responsibilities Summary:

• Proactively provide executive support and assistance, whilst exercising discretion, initiative and confidentiality at all times.
• Undertake diary, email and document management, including the monitoring and prioritising of emails and assisting with the preparation of responses.
• Act as the first point of contact for internal and external stakeholders, maintaining effective channels of communication, interpreting requests and correspondence to prioritise.
• Facilitate and plan meetings, including compiling agendas and other documents, preparing minutes and following up on allocated or outstanding meeting tasks.
• Oversee the coordination of payments, expenses and vendor interactions to ensure smooth financial and operational processes. Record tasks and communication in CRM.
• Provide logistical support for team meetings, conferences and team-building activities, including the preparation and management of agendas, minutes and actions.
• Facilitate the smooth transition for new hires by creating a welcoming environment and providing comprehensive orientation. This includes preparing workspaces, being first point of contact and ensuring employees are briefed on university policies.
• Undertake ad-hoc projects in collaboration with the leadership and Operations teams aligned with the Division of Societal Impact, Equity and Engagement goals and strategy.

For more information regarding the responsibilities for this role, please refer to the Position Description at JOBS@UNSW.

Skills and Experience Summary:

• Relevant tertiary qualification with subsequent relevant experience or equivalent competence gained through any combination of education, training and experience.
• Demonstrated experience providing high-level executive assistance.
• Strong written and verbal communication skills, with a high level of attention to detail for deliverables produced.
• Advanced organisational skills with proven ability to deal with multiple tasks, establish priorities and meet deadlines.
• Excellent interpersonal skills with ability to liaise effectively with all levels of staff and external stakeholders.
• Advanced level of computer literacy, working with a range of computer systems and applications, including regularly updating CRMs.
• Superior time management skills, with a demonstrated ability to respond to changing priorities, manage multiple tasks and meet competing deadlines by using judgement and initiative.
• Ability to operate autonomously while demonstrating strong initiative and a proactive approach to driving process improvement.
• Ability to apply judgment, creativity, and flexibility to generate new and innovative ideas and approaches to solving problems.
• Demonstrated experience working with a high degree of confidentiality and integrity, and the ability to work flexible hours, as required.

Benefits and Culture:People are at the core of everything we do. We recognise it is the contributions of our staff who make UNSW one of the best universities in Australia and the world. Our benefits include:

• 17% Superannuation contributions and additional leave loading payments
• Additional 3 days of leave over Christmas period
• Discounts and entitlements (retail, education, fitness)

How to Apply:Make each day matter with a meaningful career at UNSW. Submit your CV & cover letter online outlining your interest and suitability for the role in relation to the selection criteria listed under the ‘skills and experience’ section above, via the application portal before 11:30pmon the1st of June 2025.

A copy of the Position Description can be found on JOBS@UNSW.

Get in Touch:For queries regarding the recruitment process contact Lucy Gerondis, Talent Acquisition Consultant, UNSW:[e-mail]

Applications sent via email will not be accepted, please apply online via the application portal.

Please note, applications may be reviewed and progressed as they are received. The advertisement may close early if we receive a high volume of applications, so we encourage you to apply without delay.

UNSW is committed to evolving a culture that embraces equity and supports a diverse and inclusive community where everyone can participate fairly, in a safe and respectful environment. We welcome candidates from all backgrounds and encourage applications from people of diverse gender, sexual orientation, cultural and linguistic backgrounds, Aboriginal and Torres Strait Islander background, people with disability and those with caring and family responsibilities. UNSW provides workplace adjustments for people with disability, and access to flexible work options for eligible staff.

The University reserves the right not to proceed with any appointment.

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The University of New South Wales (UNSW) is one of Australia's leading research and teaching universities.

Established in 1949, UNSW has expanded rapidly and now has more than 52,000 students, including more than 14,000 international students from over 130 different countries. UNSW offers more than 300 undergraduate and 600 postgraduate programs, and has developed an extensive network of alumni chapters throughout Asia.

The University of New South Wales (UNSW) is one of Australia's leading research and teaching universities.

Established in 1949, UNSW has expanded rapidly and now has more than 52,000 students, including more than 14,000 international students from over 130 different countries. UNSW offers more than 300 undergraduate and 600 postgraduate programs, and has developed an extensive network of alumni chapters throughout Asia.

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