Executive Assistant (Indigenous Targeted)

University of Technology Sydney; Sydney; On-site; AUD 101,000 - 110,000; Full time

Benefits offered by this job

Flexible work practices

Child care centres

Generous parental leave

Salary packaging opportunities

Job summary

University of Technology Sydney seeks an Executive Assistant to the Office of the Pro Vice-Chancellor (Indigenous Leadership and Engagement). You will provide executive assistance and administrative support to the PVC (ILE) and other staff, and manage complex schedules in a culturally respectful environment.

Understanding Indigenous cultural protocols or the ability to learn them is essential, with liaison to Elders and Indigenous communities as a key stakeholder.

Qualifications

• Strong diary and calendar management skills.
• Excellent verbal and written communication.
• Proficiency with MS Office and office software.
• Ability to manage multiple requests and changing priorities.

Responsibilities

• Provide diary, mail and email management for the PVC (ILE) in a complex environment.
• Prepare documents for meetings and make them available to the PVC (ILE).
• Manage emails and respond on the PVC (ILE)’s behalf as directed.
• Produce and coordinate correspondence, memos and forms.
• Provide executive support for the Special Advisor on Indigenous Priorities (fractional).
• Reconcile expenses and process invoices for payment.
• Support reporting, compliance, secretariat and project tasks.
• Manage document storage and signatures registry per UTS procedures.
• Handle office management including purchasing supplies.

Skills

Diary management

Interpersonal communication

MS Office proficiency

Administrative coordination

Tools

MS Office

Zoom

Teams

Database management

Job description

UTS acknowledges that we are located on the lands of the Gadigal Bidjigal and the Gamaygal. uWe would also like to pay respect to their Elders past and present acknowledging them as the traditional custodians of their lands.

Our vision is to be a leading public university of technology recognised for our global impact. We are a dynamic and innovative university, ranked by the Times Higher Education as Australia’s top young university, and located on Gadigal land (Ultimo, NSW).

This position is targeted towards Aboriginal and/or Torres Strait Islander people

as part of UTS’s commitment to increasing Indigenous employment and creating meaningful career opportunities for Indigenous Australians. Aboriginal and/or Torres Strait Islander applicants are strongly encouraged to apply.

About the Team

The Office of the Pro Vice-Chancellor (Indigenous Leadership and Engagement) PVC (ILE) is the site of cross-university leadership in relation to UTS Indigenous education, research, employment and engagement initiatives.

About the Role

The Executive Assistant, Office of the PVC (ILE) provides executive assistance and administrative support to the PVC (ILE) and other staff members as directed by the PVC (ILE).

Understanding of Indigenous cultural protocols or an ability to learn them are essential.

The role also provides reception and other administrative support as directed, as well as office management functions and operational assistance where required.

About You

You are a proactive, highly motivated individual, with excellent diary management skills and the ability to manage multiple requests and changing demands at short notice, in a calm and courteous manner. You are someone with excellent interpersonal, verbal, and written communication skills. You excel at building and maintaining collaborative relationships with colleagues and client groups. Your time management, prioritization, and organizational skills are highly developed, allowing you to action multiple tasks efficiently.

You understand the importance of the Indigenous agenda in the university and support its implementation. You recognise that Elders, senior Indigenous staff and their communities are key stakeholders and clients of the OPVC (ILE).

Your attention to detail is impeccable, ensuring accuracy in all tasks. You are proficient in MS Office software, database management, and online platforms such as Zoom and Teams. Additionally, you have a strong understanding of the social, economic, political, and cultural context affecting Indigenous Australians.

Responsibilities

• Provide diary, mail and email management and meeting coordination services for the PVC (ILE) in a complex environment with competing meeting demands for the PVC (ILE) and being responsive to short notice changes, including ensuring meeting information is available and complete.
• Prepare documents for meetings as required and make them available for the PVC (ILE).
• Manage emails and prepare and respond to emails on the PVC (ILE)’s behalf, where directed by the PVC (ILE).
• Produce and/or coordinate correspondence, memos, letters, forms, contracts.
• Provide executive assistance/diary management for the Special Advisor to the Vice-Chancellor (Major Indigenous Priorities) on a fractional basis.
• Reconcile expenses in readiness for approval by the PVC (ILE) and process invoices for payment.
• Reporting, compliance, secretariat and project support where required.
• Manage document storage and a registry of signature use in accordance with UTS procedures.
• Office management including purchase of office and kitchen supplies.

Key Selection Criteria

• Excellent interpersonal, verbal and written communication skills, with a particular ability to communicate tactfully and respectfully with staff at all levels.
• Understanding of, or ability and commitment to develop understanding of Indigenous cultural protocols and incorporate them into your work practice.
• Demonstrated ability to build and maintain effective working relationships both internally and externally.
• Demonstrated highly developed time management, prioritising and organisational skills.
• Demonstrated ability to adapt to change, responding flexibly and in an agile manner to rapidly changing priorities and circumstances.
• A proactive attitude with the ability to exercise appropriate judgement and initiative, and to identify potential problems/issues for the executive’s attention.
• High level of knowledge or ability and interest to gain knowledge about, and practice Indigenous cultural protocols and to engage respectfully and effectively with Indigenous people, contributing to an atmosphere of cultural safety.

Base Salary Range

Base Salary Range: $101,262,792 to $109,641 pa (HEW 6)

This role attracts 17% superannuation in addition to the base salary.

UTS staff also benefit from a wide range of Employee Benefits include flexible work practices, child care centres, generous parental leave and salary packaging opportunities.

This position is a full-time and appointment will be made on a continuing basis.

UTS prioritises safety, respect, and inclusion for every member of our community. In support of this, and in line with our statutory obligations under the National Code to Prevent and Respond to Gender-Based Violence 2026, all prospective employees must declare any past investigations relating to gender-based violence. Employment at UTS is contingent upon completion of this declaration, and, where necessary, assessment of any identified risk factors. We appreciate your role in upholding the standards and behaviour expected of our community.

Closing Date

Closing Date: Monday 12th October 2026 at 11.59pm (AEST)

Applicants must have current and valid work rights in Australia.