Executive Assistant

Deakin; Geelong, City of Melbourne; Hybrid; AUD 100,000 - 108,000; Full time

Benefits offered by this job

On-site childcare

Gym access

Staff discounts

Flexible working arrangements

Parental leave

Job summary

Deakin is seeking an experienced Executive Assistant to the Advancement function, supporting the CAO and enhancing engagement with donors, alumni and key stakeholders. The role requires coordinating priorities, meetings and communications to keep opportunities moving forward.

Based at Melbourne or Geelong with hybrid arrangements, you will ensure the CAO is prepared and focused on high-value strategic priorities through meticulous planning, organisation and execution, while representing the

Qualifications

• Minimum 3 years' experience in an Executive Assistant or similar senior administrative role.
• Exceptional organisational and coordination skills, with the ability to manage complex calendars and meetings.
• Professionalism, responsiveness and discretion, with the confidence to act as a trusted liaison.
• Outstanding stakeholder engagement and communication skills with donors, alumni and internal/external partners.
• Ability to coordinate priorities and drive efficient, high-quality support.

Responsibilities

• Manage priorities and keep critical activities moving in a dynamic environment.
• Support executive decision-making by gathering information and identifying key actions.
• Build trusted relationships through confident communication and stakeholder engagement.
• Coordinate projects and improve processes to drive efficiency and continuous improvement.
• Represent the Office of the CAO with professionalism and discretion.

Skills

Executive support

Calendar management

Stakeholder engagement

Discretion

Problem solving

Job description

• Based at our Melbourne, Burwood Campus or Geelong Waterfront Office+ hybrid work arrangements
• Full-time continuing
• HEW 6 $100,128 - $108,130 + 17% Superannuation

Why this role matters:

• You will play a pivotal role in the success of the University's Advancement function, providing trusted support to the CAO and helping drive meaningful engagement with donors, alumni and key stakeholders.
• The role provides an opportunity to orchestrate everything, keeping moving parts connected and moving forward, coordinating priorities, communications, meetings and activities so opportunities are maximised and commitments are delivered.
• You will make an impact beyond administration, ensuring the CAO is prepared, informed and focused on high-value strategic priorities through exceptional planning, organisation and execution.
• Represent the Office of the CAO with professionalism and discretion, building trusted relationships with senior leaders, donors, alumni and external partners while delivering a seamless stakeholder experience.
• Playing a pivotal support role, you will thrive in a dynamic environment where no two days are the same, applying initiative, sound judgement and attention to detail to manage competing demands and keep the Advancement team operating effectively

In a typical day, you will:

• Manage priorities and keep critical activities moving, adapting quickly in a dynamic environment.
• Support strong executive decision-making by gathering information, supporting and identifying key actions.
• Solve problems and deliver practical outcomes, using sound judgement, and be led by instruction.
• Build trusted relationships through confident communication and stakeholder engagement.
• Coordinate projects and improve processes, driving efficiency, effective collaboration and continuous improvement

To be successful, you’ll have:

• Minimum 3 years' experience in an Executive Assistant, Executive Support or similar senior administrative role, ideally within a complex organisation, higher education or philanthropy environment.
• Exceptional organisational and coordination skills, with the ability to think on your feet, manage complex calendars, juggle competing priorities and execute tasks accurately when clear direction is provided.
• The ability to manage a detail-oriented approach to meeting and event coordination, ensuring all logistics, briefings, calendar details, reminders and follow-up communication are linked to intent and completed to a consistently high standard.
• Professionalism, responsiveness and discretion, with the confidence to act as a trusted primary liaison, protect executive time and manage sensitive information with sound judgement and integrity.
• Outstanding stakeholder engagement and communication skills, with a strong understanding of the importance of donor relationships and the ability to build trusted relationships while delivering exceptional service to internal and external stakeholders.

Benefits for working with us!

• At Deakin, we offer more than just a job - we offer a lifestyle. Across our campuses in Geelong, Melbourne, and regional Victoria, you’ll find everything you need to thrive: on-site childcare, gyms, medical centres, cafes, accessible public transport, and convenient parking.
• Enjoy flexible working arrangements that support your work-life balance, generous leave entitlements including extended parental leave and the option to purchase additional time off, plus a wide range of staff discounts on travel and more.
• Our health and wellbeing services, ongoing professional development opportunities, and inclusive, supportive culture make Deakin a place where you can grow - whether you're working remotely or immersed in the vibrant energy of campus life.

Are You Ready?

Deakin is a Victorian university with a global impact. We are an agile, dynamic, and innovative university committed to making a positive impact through our excellence in education, research and innovation and the contributions we make to the wider community.

We understand that our reputation has been built on the dedication and expertise of our staff and we offer a dynamic and diverse working environment with opportunities to grow and develop careers. We believe that a progressive, thriving culture will ensure that people choose to come, and stay at Deakin and contribute to our ongoing success.

We value diversity and aim to build an inclusive environment that champions, embraces and respects differences. We support and encourage applications from Aboriginal and Torres Strait Islander people, and people of all abilities, cultures, sexual orientation, and genders.

Pre-employment safety and suitability checks:

In accordance with the National Higher Education Code to Prevent and Respond to Gender-based Violence, appointment to this role is subject to successful completion of relevant pre-employment checks, including Working with Children Checks and candidate gender-based violence declarations.

Candidates may be asked to declare whether they have been investigated for an allegation of Gender‑based Violence, or determined to have engaged in conduct that constitutes Gender‑based Violence during the course of their previous employment, or otherwise in a legal process. A declaration is not required from individuals who have experienced gender‑based violence. A ‘Yes’ response does not automatically exclude a candidate from employment, and any information provided will be treated confidentially and considered only for relevance to the role and the University’s safety obligations.

For a confidential discussion regarding this role, please contact Anna O’Donnell, Director, Campaign & Operations via [e-mail]

PD_Executive Assistant (Advancement).pdf

Applications for this position close at 5:00pm Tuesday 21 July 2026.

Advertised: 07 Jul 2026 AUS Eastern Standard Time
Applications close: 21 Jul 2026 AUS Eastern Standard Time