Executive Assistant

The University of Newcastle; Newcastle; On-site; AUD 84,000 - 97,000; Full time

Benefits offered by this job

Higher Education Worker Level 5 salary

17% superannuation

Additional leave days

Discounts on private health insurance

Wellbeing programs

Job summary

The University of Newcastle – Newcastle NSW is seeking an Executive Assistant to support the Department of Rural Health's Executive Management Team. You will provide high-quality administrative and operational support, coordinating complex schedules, travel, and producing reports to aid strategic decision-making.

Build relationships with internal and external stakeholders and contribute to a range of activities across the department.

Qualifications

• Experience providing high-quality executive support to senior leaders.
• Strong organisational and time-management skills with the ability to prioritise and meet deadlines.
• Excellent written and verbal communication across diverse stakeholders.

Responsibilities

• Coordinate complex schedules, meetings, and travel arrangements for senior leadership.
• Prepare reports, correspondence, presentations and meeting materials.
• Engage with stakeholders across the University and external partners.
• Support operational, financial, research and project activities as required.
• Assist with onboarding and drive administrative process improvements.

Skills

Executive support

Stakeholder engagement

Calendar management

Travel coordination

Report preparation

Education

Diploma/degree in administration or related field

Tools

Microsoft Office Suite

SharePoint/Teams

Job description

The University of Newcastle – Newcastle NSW

As the Executive Assistant, you will play a key role in supporting the Department of Rural Health's Executive Management Team, providing high-quality administrative and operational support across a diverse and collaborative environment. Working closely with the Director, Deputy Director and Senior Manager, you will help ensure the smooth day-to-day operation of the Department through exceptional organisation, initiative and stakeholder engagement.

This is an exciting opportunity for a proactive professional who enjoys variety, thrives in a fast-paced environment, and takes pride in delivering outstanding support while building strong relationships with colleagues, partners and stakeholders.

In this role you will:

• Partner closely with senior leaders, providing trusted executive support and contributing to the smooth operation of a dynamic and purpose-driven department.
• Coordinate complex schedules, meetings, travel arrangements and key priorities in a fast-paced environment where no two days are the same.
• Prepare high-quality reports, correspondence, presentations and meeting materials that support informed decision-making and strategic outcomes.
• Build meaningful relationships with stakeholders across the University, government, health and community sectors, becoming a key connector within the organisation.
• Contribute to a broad range of operational, financial, research and project activities, gaining exposure to diverse areas of the Department's work.
• Play an important role in fostering a positive workplace experience through onboarding support, coordination activities and continuous administrative improvement.

This contingent, full-time position is located within the Department of Rural Health, Tamworth (Gamilaroi/Kamilaroi Land)

How will you inspire us?

• Outstanding communication and interpersonal skills including the capacity to build relationships and an interdisciplinary way of working.
• Ability to work effectively as part of a team and independently.
• Demonstrated organisational skills including the ability to prioritise work and meet competing deadlines.

About our University

The University of Newcastle stands as a global leader distinguished by a commitment to equity and excellence. Our vision is to be a world-leading University for our regions and creating a better future for our regions and the globe. Underpinned by this vision are our values of excellence, equity, engagement and sustainability.

About the Unit

The University of Newcastle Department of Rural Health (UONDRH) delivers a number of programs aimed at improving the health and wellbeing of regional, rural and Indigenous communities within the New England, North West Slopes and Plains and areas of the Hunter Valley and New England Rivers regions. Through a variety of programs, the UONDRH has made it possible for undergraduate and postgraduate students studying medicine, nursing and allied health disciplines at the University of Newcastle to complete a large part of their education and training in a rural setting at one of 7 locations – Tamworth, Armidale, Taree, Moree, Inverell, Port Macquarie and Coffs Harbour.

What we offer

In addition to working for a university that is breaking boundaries, discovering new ways of thinking and cementing a place as a global leader, we offer a range of benefits to our employees to ensure you balance your commitments, stay healthy and work effectively.

These include:

• Remuneration for this position is Higher Education Worker Level 5 ($83,806 to $97,217) + 17% superannuation and is commensurate with skills and experience.
• Additional University Holiday days, generous personal, life, and parental leave, annual leave loading, and additional purchased leave scheme.
• Discounts on private health insurance, gym memberships, software, travel and more.
• A range of support and wellbeing programs.

For more information on benefits and conditions, please follow this link.

Your next steps

Important information before you apply:

• If viewing this on a job board other than the University's please click ‘Apply’ (or equivalent) to reach the University's website, where a copy of the Position Description can be accessed. Please download a copy from the Related Documents section before commencing your application.
• Applications for this position will only be accepted from those with Australian residency or a valid work permit.

Your application must include:

• Your resume.
• A cover letter outlining your motivation to apply for this opportunity.
• A statement addressing each of the essential criteria listed below the ‘how will you inspire us – you will have:’ heading in this advert using an example for each to demonstrate (these may differ slightly from the Position Description).

Please upload your Cover Letter and response to the requested Criteria as one PDF document

This document should not exceed 3 pages.

We value diversity and strive to ensure that our recruitment processes are equitable, inclusive, and barrier-free. If you require an alternative pathway to view the Position Description or to submit an application, please reach out to **********@newcastle.edu.au.

We also seek to provide a fair chance to all applicants by providing reasonable adjustments where required during the assessment and interview phases of the recruitment process.

Our assessment process

Typical candidates that progress beyond the shortlist stage can expect to undertake the following (minimum) assessment activities as part of the recruitment process:

• Interview (an ‘in person’ interview will be conducted as part of the process)
• Referee checks
• Pre-employment checks as appropriate to the role

Our University is committed to creating a safe, respectful, and inclusive environment for every member of our community.

As part of this, and in alignment with the National Higher Education Code to Prevent and Respond to Gender-Based Violence 2025, from 1 January 2026, the University will also consider gender-based violence risk factors as part of our recruitment processes.

The completion and return of the University’s Gender-based Violence Declaration Form will form part of the pre-employment checks for this position and any offer of employment will be conditional upon review by the University.

Our adherence to the Code is about more than compliance – it’s about living our values. Together, we can ensure our University remains a place where respect, safety, and inclusion are non-negotiable.

Contact Us

For specific position enquiries, please contact Elly Burley, Senior Manager on ***********@newcastle.edu.au

Having technical difficulties? Please reach out to us: **********@newcastle.edu.au Please note, we do not accept email applications.

We are excited to be Looking Ahead with you

We provide opportunities for all people regardless of their background and experience, and this philosophy is reflected across all that we do.

The University of Newcastle is an equal opportunity employer committed to equity, diversity, and social inclusion. Women and Aboriginal and Torres Strait Islander candidates are particularly encouraged to apply.

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