Executive Assistant, Information Technology

Swinburne University; Melbourne; Vor Ort; AUD 90.000 - 110.000; Vollzeit

Benefits dieser Stelle

Hybrid options

Parental leave

Staff discounts

17% super

Salary packaging options

Zusammenfassung

Swinburne University of Technology's IT division seeks an experienced Executive Assistant to support the CIO and IT Leadership Team at the Hawthorn campus. You will provide confidential, proactive administrative support and help maintain smooth day-to-day operations.

You will manage calendars, coordinate meetings and governance, assist with travel and events, and ensure senior stakeholders are prepared with timely papers and briefing materials.

Qualifikationen

• Experience providing high-level executive and administrative support to senior leadership.
• Ability to manage complex diaries and meeting arrangements.
• Strong written and verbal communication with discretion.

Aufgaben

• Provide high-level, proactive executive and administrative support to the CIO.
• Proactively manage and prioritise the CIO's calendar.
• Coordinate meetings, governance activities and documentation.
• Coordinate travel, events and stakeholder engagement.
• Prepare papers, briefing material and presentations for Executive Groups and Leadership Team.
• Monitor actions and deliverables to keep leadership well prepared.
• Identify improvements to administrative processes.

Kenntnisse

Calendar management

Stakeholder coordination

Confidentiality

Discretion

Document preparation

Communication skills

Time management

Ausbildung

Bachelor's degree

Jobbeschreibung

Executive Assistant, Information Technology

• Join the IT team as the Executive Assistant
• Full-time, ongoing position based at our Hawthorn campus
• HEW 6 salary + 17% super and staff benefits

About the Role

We’re looking for an experienced Executive Assistant to work closely with Swinburne’s Chief Information Officer (CIO) and Information Technology Leadership Team. This is a key role within a busy and dynamic environment, providing high-level, proactive and confidential support to senior leadership. You’ll become a trusted partner to the CIO, helping create structure around competing priorities and ensuring the day-to-day operations of the office run smoothly and effectively.

You’ll manage complex diary and meeting arrangements, coordinate governance activities and key documentation, support travel and events, and work closely with senior stakeholders across the University. You’ll also play an important role in keeping priorities moving, monitoring key actions and deliverables, anticipating what’s needed next and ensuring the CIO and leadership team are well prepared and supported.

This role would suit an experienced professional who thrives in a fast-paced executive environment and takes pride in staying organised, responsive and one step ahead. You’ll bring exceptional attention to detail, strong communication skills and the confidence to build trusted relationships with stakeholders at all levels. A professional and proactive approach, combined with discretion and sound judgement, will see you make a valued contribution to a collaborative team.

About You

To be suitable for this role you will need to have experience in the below key accountabilities:

• Provide high-level, proactive and confidential executive and administrative support to the CIO. Proactively manage and prioritise the CIO's calendar, taking account of competing commitments, preparation requirements and scheduling priorities.
• Liaise with internal and external stakeholders to coordinate meetings and events, including scheduling and associated logistics.
• Act as a key point of contact for enquiries directed to the Office of the CIO, exercising judgement in determining appropriate responses, priorities and escalation.
• Take ownership of queries where appropriate, resolving issues where required and escalating where outside of decision-making authority.
• Coordinate the preparation and timely provision of documentation, meeting papers, presentations and briefing materials required by the CIO and IT Leadership Team for Executive Groups, Council, committees and other groups as required.
• Coordinate the planning and management of special functions and events including venue and supplier liaison and associated logistics.
• Process financial administration activities in accordance with university policies, procedures and delegated authorities.
• Identify and implement improvements to administrative processes and executive workflows within the CIO Office.

For further information please refer to the position description.

Qualifications

• Completion of a degree without subsequent relevant work experience; or
• An equivalent combination of relevant experience and/or education/training.

About Swinburne University of Technology

Swinburne’s strategy draws upon our understanding of future challenges. We choose to build Swinburne as the prototype of a new and different university – one that is truly of Technology, of Innovation and of Entrepreneurship. We are committed to a differentiated university proposition in education and research.

Our Ad Astra strategy is the cornerstone of Swinburne’s bold ambition to lead globally in technology-driven education and research. This strategy positions us to create transformative solutions, empower learners, and partner with industry to thrive in an ever-changing world.

What We Offer You!

• Work your way with flexible working arrangements, including hybrid options and generous parental leave to support a balanced lifestyle.
• Exclusive staff discounts, including discounted Medibank health insurance, 50% off Swinburne courses and other partner offers.
• Swinburne offers 17% super and salary packaging options, including car leasing and extra super contributions.

Swinburne offers flexible working options contained in our leave and parenting/carer policies to support work-life balance.

Diversity, Equity and Inclusion

Swinburne has become a world-class university, driving social and economic impacts through science, technology, and innovation. As a dual-sector university, our vision is for people and technology working together to build a better world.

Central to our vision is our commitment to diversity, equity, and inclusion. We pride ourselves on being an equal opportunity employer focused on attracting, retaining, and developing great talent. We work to remove barriers related to gender identity, culture, ethnicity, sexual orientation, disability, and age.

Swinburne is proud to be recognised as an AWEI Gold Employer, reflecting our commitment to creating an inclusive workplace where LGBTQIA+ employees, students and communities can thrive.

We strongly encourage applicants from diverse Aboriginal and Torres Strait Islander communities. Our Moondani Toombadool Centre leads our Indigenous education and culture at Swinburne, guided by community wisdom and leadership.

We support applicants with disabilities, and reasonable adjustments can be requested at any stage of the recruitment process.

For reasonable adjustment requests - including accessible formats of the position description, application form, or other documents, please contact ***************@swin.edu.au or call [phone]. Please note: this phone number is for disability and reasonable adjustment enquiries only. General enquiries about the role can also be emailed to ***************@swin.edu.au.

Victoria’s Commitment to Action: Improving international student employment outcomes.

As a signatory to Victoria’s Commitment to Action, Swinburne seeks to remove barriers to international graduate employment. We welcome and encourage applications from international graduates.

Applications Close: November 18th at 11.30pm