Executive Assistant and Project Officer

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

Benefits offered by this job

Staff parking

Novated car leasing

Employee Assistance Program (EAP)

Vaccination program

Fitness Passport membership

Discounted health cover

Onsite childcare

Salary packaging

Job summary

Western Sydney University’s Whitlam Institute seeks an experienced executive assistant to provide high-level secretariat and administrative support. You will manage diaries, emails, travel, and project support for key Institute initiatives.

Responsibilities include Board governance, meetings, papers, minutes, records, and coordination with the Office of Governance Services. You will also support events and donor-related activities within the Whitlam Prime Ministerial Collection.

Qualifications

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

Responsibilities

• Provide high-level executive, secretariat and administrative support to the Director and Manager of the Whitlam Institute.
• Coordinate governance support for the Whitlam Board, including meetings, agendas and papers.
• Maintain confidential records, correspondence, briefing papers and minutes in line with University requirements.
• Assist with events, exhibitions, the Visitors’ Centre and donation agreements for the Whitlam Prime Ministerial Collection.

Skills

Executive support

High-level governance

Diary management

Email management

Travel coordination

Education

Tertiary qualifications or equivalent training

Tools

CRM experience

Diligent governance software

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 Descriptionfor 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.

Benefits

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 toPaulina Novak, Whitlam Institute Manager via *******@westernsydney.edu.au.Please include the job reference code REF1942K.
• Closing Date:11:59pm, Tuesday 1 December2026.
• Working Rights:You must provide evidence of full-time working rights in Australia at application.

Belonging at Western

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 ***************@westernsydney.edu.au.

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.