Executive Assistant

University of New South Wales; Sydney; On-site; AUD 118,000 - 128,000; Full time

Benefits offered by this job

17% Superannuation

Leave loading

Additional leave over Christmas

Discounts

Job summary

The University of New South Wales (UNSW) is seeking an Executive Assistant to provide high-level administrative support to the Chief Financial Officer. This role is essential for coordinating complex calendars, preparing briefing notes, and managing confidential information across UNSW Finance.

Based at the Kensington Campus, you will contribute to timely decision making and the smooth operation of the Office of the CFO, partnering with internal and external stakeholders to deliver strategic

Qualifications

• Extensive experience supporting senior executives with high-quality operational and management support.
• Strong organisational skills with the ability to prioritise and manage competing deadlines.
• Excellent written and verbal communication; build effective professional relationships.
• Autonomy and teamwork; ability to work in a dynamic environment.
• Experience in report preparation and presentations.

Responsibilities

• Provide superior executive and administrative support to the Chief Financial Officer (CFO).
• Manage a complex diary and prioritise key appointments and reporting timelines for the CFO.
• Prepare background information, briefing notes, minutes, reports and presentations.
• Exercise discretion and confidentiality at all times.
• Manage Finance administrative tasks including onboarding, IT service requests, and shared resources.
• Drive and coordinate projects and ad hoc programs on behalf of the CFO or Office of the CFO.
• Coordinate training and workshops across Finance and liaise with stakeholders.
• Support governance meetings chaired by the CFO and ensure technology needs for virtual sessions.
• Build relationships with internal and external stakeholders to support the CFO.
• Oversee administrative practices to optimise efficiency and quality.

Skills

Executive support

Diary management

Stakeholder engagement

Project coordination

Office 365/Teams

Discretion/confidentiality

Communications

Education

Relevant tertiary qualifications

Tools

Office 365

Job description

At UNSW, we take pride in the broad range and high quality of our teaching programs. Our teaching gains strength and currency from our research activities, strong industry links and our international nature; UNSW has strong regional and...

• Remuneration: Level 7 $118,483 - $128,233 + 17% super + Leave Loading
• Location: UNSW Kensington Campus

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 Office of the CFO provides governance, strategic, operational and executive level support to the Chief Financial Officer and the UNSW Finance Branch.

As Executive Assistant, you play a pivotal role in supporting the Chief Financial Officer while providing broad administrative and operational support across UNSW Finance. You help ensure the Finance team is responsive to the needs of a diverse range of stakeholders by coordinating priorities, managing complex schedules, and facilitating effective stakeholder engagement.

Through proactive planning, strong relationship management and attention to detail, you contribute to the smooth operation of the Office of the CFO and support the successful delivery of business objectives.

The position reports to the Executive Officer and has no direct reports.

Responsibilities Summary:

• Provide superior executive and administrative support to the Chief Financial Officer (CFO).
• Manage a complex diary and prioritise key appointments, meetings, correspondence, preparation time, conflicting deadlines and reporting timelines for the CFO.
• Manage day-to-day operational matters for the Office of the CFO, including reviewing and redirecting matters, sourcing and preparing background information, and drafting correspondence, briefing notes, minutes, reports and presentations.
• Provide proactive executive support while exercising discretion, initiative and confidentiality at all times.
• Manage administrative tasks for Finance, including purchasing, onboarding activities, EM and IT service requests, file and system access, and shared Finance resources such as space, stationery and printers.
• Drive, coordinate and execute projects, initiatives and other ad hoc programs on behalf of the CFO or as part of the Office of the CFO team, including events such as planning days, team building activities and Town Halls.
• Coordinate training and workshops across Finance, liaising with internal and external stakeholders on preparation, delivery and evaluation.
• Interpret and advise on University policy and governance frameworks, and coordinate executive support for key Committee and Steerco meetings chaired by the CFO, including technology requirements for virtual staff engagement sessions.
• Develop and maintain effective relationships and networks with internal and external stakeholders, acting as a professional and trusted link between the CFO and key stakeholders.
• Work closely with the Office of the CFO team to develop and oversee administrative practices, systems and procedures that optimise efficiency and support quality outcomes.

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

Skills and Experience Summary:

• Relevant tertiary qualifications and/or equivalent level of knowledge gained through a combination of education, training and/or experience in a similar role.
• Extensive experience supporting senior executives, with significant expertise providing high quality operational and management support at executive level.
• Highly developed organisational skills and the ability to work flexibly and proactively, identify priorities, manage competing deadlines and maintain exceptional attention to detail.
• Demonstrated ability to identify, analyse and solve administrative problems, summarise key issues, develop innovative solutions and deliver high-level outcomes autonomously and as part of a team.
• Strong influencing and negotiation skills, with the ability to build effective relationships and secure resources from diverse internal and external stakeholders.
• Demonstrated commitment to excellent customer service, with a positive, flexible and adaptable approach and willingness to take on a wide range of tasks in a changing environment.
• Strong interpersonal, written and verbal communication skills, with the ability to establish and maintain effective professional relationships.
• Proven high-quality experience in report preparation and presentations, with the ability to communicate complex information in an accessible manner.
• Demonstrated high-level project coordination skills and the ability to influence and work with senior management and stakeholders to achieve successful outcomes.
• Working experience with Office 365, including Teams.
• Capacity and willingness to work effectively both autonomously and as part of a collaborative and multi-faceted team.

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)

Get in Touch:

For queries regarding the recruitment process, contact Lucy Gerondis, Talent Acquisition Partner, UNSW: [e-mail]

Pre-Employment Checks

Aligned with UNSW’s focus on cultivating a workplace defined by safety, ethical conduct, and strong integrity preferred candidates will be required to participate in a combination of pre-employment checks relevant to the role they have applied for.

These pre-employment checks may include a combination of some of the following checks:

• National and International Criminal history checks
• Entitlement to work and ID checks
• Working With Children Checks
• Completion of a Gender-Based Violence Prevention Declaration
• Verification of relevant qualifications
• Verification of relevant professional membership
• Employment history and reference checks
• Financial responsibility assessments/checks.
• Medical Checks and Assessments

Compliance with the necessary combination of these checks is a condition of employment at UNSW.

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.