Executive Assistant

Newcastle; Newcastle; Hybrid; AUD 97,000 - 107,000; Full time

Benefits offered by this job

17% superannuation

Annual leave loading

Health and lifestyle discounts

Job summary

The University of Newcastle is seeking an Executive Assistant to support the Pro Vice-Chancellor and College General Manager. This full-time role at Callaghan Campus offers a dynamic environment with opportunities to influence college operations, coordinate executive engagements, and contribute to strategic initiatives.

You will manage the executive diary, prepare briefing materials, and collaborate across the College leadership team to drive efficient workflows and impactful results.

Qualifications

• Experience delivering executive-level support in a large, complex environment.
• Ability to prioritise and manage multiple tasks and deadlines.
• Strong written and verbal communication with discretion and confidentiality.

Responsibilities

• Manage a complex executive diary, coordinating meetings, priorities and commitments.
• Prepare high-quality reports, presentations, correspondence, submissions and briefing materials.
• Conduct research, analyse information and compile insights to support planning and decision-making.
• Coordinate meetings, prepare agendas, record minutes and ensure timely follow-up of actions.
• Support the Pro Vice-Chancellor by preparing documentation and background information for meetings, events and key engagements.
• Build and maintain strong relationships with internal and external stakeholders.
• Coordinate visiting delegations, events and executive-level activities.
• Contribute to projects, process improvements and initiatives that support College objectives.

Skills

Diary management

Report preparation

Research

Stakeholder management

Job description

The Role

In the role of Executive Assistant, you will be a trusted partner to the Pro Vice-Chancellor and College General Manager, providing exceptional executive support and helping drive the day-to-day operations of the College leadership team. Combining strong organisational skills with initiative and sound judgement, you will manage executive priorities, coordinate key activities and engagements, and contribute to projects and initiatives that support the College's strategic objectives.

This is a rewarding opportunity for a proactive professional who enjoys building relationships, improving processes, and working closely with senior leaders in a role that offers variety, challenge and impact.

In this role you will:

• Manage a complex executive diary, coordinating meetings, priorities and commitments.
• Prepare high-quality reports, presentations, correspondence, submissions and briefing materials.
• Conduct research, analyse information and compile insights to support planning and decision-making.
• Coordinate meetings, prepare agendas, record minutes and ensure timely follow-up of actions.
• Support the Pro Vice-Chancellor by preparing documentation and background information for meetings, events and key engagements, while facilitating effective information flow across the College and University.
• Build and maintain strong relationships with internal and external stakeholders.
• Coordinate visiting delegations, events and executive-level activities.
• Contribute to projects, process improvements and initiatives that support College objectives.
• Develop and maintain efficient systems, processes and workflows to support the effective operation of the Office of the Pro Vice-Chancellor.

This ongoing HEW 6 position is full time and will be located at the Callaghan Campus (Awabakal land).

How will you inspire us?

You will have:

• Demonstrated ability and capacity to deliver outstanding professional support to senior staff in a large complex environment.
• Proven track record to successfully manage a range of competing priorities, apply initiative and resolve complex issues.
• Demonstrated organisational, administrative and committee skills, including attention to detail in a busy, complex, and rapidly changing professional environment.
• Outstanding communication and interpersonal skills, including the ability to maintain confidentiality and capacity to build effective relationships with internal / external stakeholders.

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 College of Engineering, Science and Environment (CESE) brings together expertise in engineering, environment and the sciences to deliver life ready graduates and transformative solutions to our region and world. The College strives for excellence, innovation and equity in teaching, education, research and partnerships offering a diverse array of programs across the key areas of architecture, construction, engineering, information technology, cyber security, disaster risk and resilience, data science, science, mathematics, psychology, sport and exercise, environmental science, food and nutrition, marine science and development studies.

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 6 ($97,217 to $107,268) + 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.
• Health, wellbeing and lifestyle benefits including discounts on private health insurance, gym memberships, software, travel and more.

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

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 [e-mail].

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

Typically 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. This commitment is central to our values and our efforts to build a diverse workforce where everyone can thrive.

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 Felicity Green, College General Manager on [e-mail]

Having technical difficulties? Please reach out to us: [e-mail]. Please note, we do not accept email applications.

Closing date:Tuesday, 17 November 2026 at 11.59pm AEDT

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.