Executive Assistant and Project Officer

Western Sydney University; Parramatta; Hybrid; AUD 99,000 - 106,000; Full time

Benefits offered by this job

17% Superannuation

Leave Loading

Staff health & wellbeing programs

Onsite childcare options

Campus flexibility / hybrid work

Staff banking offers

Novated leasing

Job summary

Western Sydney University’s Whitlam Institute seeks an experienced Executive Assistant to provide high-level secretariat and administrative support to the Director and Institute team.

You will maintain diaries/emails, coordinate travel, manage board papers and governance records, and assist with events, donor agreements and CRM data. A strong background in confidential executive support and complex organisational environments is essential.

Qualifications

• Requires tertiary qualifications or equivalent training in a large, complex organisation.
• Experience supporting senior executives and high-level committees with confidential information.
• Strong organisational, project and time management skills with the ability to manage competing priorities.
• Excellent written and verbal communication, including proofreading executive documents.

Responsibilities

• Provide high-level executive and secretariat support to the Director and Whitlam Institute leadership.
• Coordinate governance for Whitlam Board meetings, papers and records using the board portal.
• Maintain confidential records and CRM data, supporting events and exhibitions.
• Assist with travel, invitations, registrations and logistics for Institute priorities.

Skills

Executive support

Board governance

Diary management

Travel coordination

Project support

Records management

Written communication

Proofreading

Education

Relevant tertiary qualifications

Tools

Diligent board portal

Job description

• Full-time, Ongoing position at HEW Level 6.
• Parramatta South campus with flexible working arrangements.
• Salary: $99,159 – $106,284 per annum, plus 17% Super and Leave Loading.

Provide executive, governance and project support for the Whitlam Institute, its Board, events and collection activities.

The Opportunity

In this role, you will provide high-level executive, secretariat and administrative support to the Director and Manager of the Whitlam Institute. Your responsibilities will include diary and email management, travel coordination, corporate credit card acquittals and project support for key Institute initiatives.

You will coordinate governance support for the Whitlam Board, including quarterly meetings, agendas, Board papers, membership records and attendance information. Using Diligent, you will consolidate and distribute papers and work closely with the Office of Governance Services to support effective governance processes.

You will maintain accurate and confidential records, correspondence, briefing papers and minutes in line with University requirements. You will also maintain stakeholder information in the Institute’s Customer Relationship Management system and assist with events, exhibitions, the Visitors’ Centre and donation agreements for the Whitlam Prime Ministerial Collection.

What Success Looks Like:

• Deliver timely, accurate and confidential executive support to the Director.
• Coordinate well-prepared Whitlam Board meetings, papers and governance records.
• Maintain reliable document, contact and stakeholder records across Institute systems.
• Support well-organised events through accurate invitations, registrations and logistics.
• Provide responsive project and administrative support across Institute priorities.

Please refer to the Position Description for full details.

About You

• Relevant tertiary qualifications or equivalent training and experience in a large, complex organisation.
• Demonstrated experience supporting senior executives and high-level committees while managing confidential information.
• Highly developed organisational, project and time management skills, with the ability to manage competing priorities.
• Strong written, interpersonal and oral communication skills, including experience preparing and proofreading executive-level documents.
• Experience in records management and maintaining accurate contact information within a database or CRM environment.

We invest in the people who make our mission possible. Alongside a rewarding career, we offer a range of benefits designed to support your financial, personal and family wellbeing.

• Financial benefits: Access to staff-only products and offers with selected banking partners, salary sacrifice options for onsite parking, and novated motor vehicle leasing.
• Health and wellbeing support: Free Employee Assistance Program (EAP), complimentary annual flu vaccination, eligibility for Fitness Passport membership, and access to discounted private health cover.
• Onsite childcare: Long day care and early learning services operate at our Campbelltown, Hawkesbury, Parramatta, and Penrith campuses. Staff may be eligible for discounted fees and salary packaging, with places subject to centre capacity.
• Position Enquiries: Direct to Paulina Novak, Whitlam Institute Manager via [e-mail]. Please include the job reference code REF1942K.
• Closing Date: 11:59pm, Tuesday 1 December 2026.
• Working Rights: You must provide evidence of full-time working rights in Australia at application.

We are committed to substantive equality as outlined in our Equal Opportunity Policy. We actively encourage applications from Indigenous Australians, candidates of all gender identities and expressions, people of all abilities, and those from culturally and linguistically diverse backgrounds.

For Reasonable Adjustments during the application process, please contact [e-mail].

About Western

This is your opportunity to be part of something bigger. By joining Western Sydney University, you become a valued member of our community. As our region changes, so too does our university. Western is boldly different, energetic, global, diverse, dynamic, and youthful.

Our mission is to deliver student success, impactful research, and stronger communities. As part of our team, you will have a stake in shaping the future of education, broadening horizons, and changing lives. Making a difference starts at Western.

For the latest please visit our website and LinkedIn.