Executive Coordinator - Office of the Provost

RMIT; Melbourne; On-site; AUD 110,000 - 140,000; Full time

Job summary

RMIT University is seeking an Executive Coordinator to work directly with the incoming Provost. This full-time HEW 7 role based at Melbourne City campus involves high-level executive, administrative and coordination support across a complex portfolio.

You will manage priorities, information, meetings and actions with sound judgement and discretion. You will liaise with senior stakeholders, prepare high-quality briefing materials, and help ensure the Provost’s time is directed to the most

Qualifications

• Experience supporting a senior executive with discretion and professionalism.
• Ability to manage competing priorities and anticipate needs.
• Experience within a university or similarly complex organisation is highly regarded.

Responsibilities

• Provide high level executive support to the Provost, including complex diary, meeting, correspondence, and communication management.
• Coordinate the Provost’s forward schedule and priorities, anticipating commitments and information requirements.
• Prepare briefings, papers, reports, and presentations to ensure the Provost is well prepared for engagements and decisions.
• Triages requests, prioritises, redirects, or escalates matters to protect the Provost’s time.
• Provide secretariat and coordination support for committees and meetings, tracking actions and follow through.
• Build relationships across RMIT and act as a connection between the Provost’s Office and senior stakeholders.
• Support projects, events, travel, office systems, records, and financial administration.

Skills

Executive support

Diary management

Stakeholder management

High level coordination

Written communication

Tools

Microsoft 365

SharePoint

Job description

Overview:

Work directly with RMIT’s incoming Provost in a highly trusted executive support role. Bring your judgement, organisation and stakeholder skills to the heart of RMIT’s academic leadership. Continuing, full-time HEW 7, Melbourne City campus.

About the role

This is an opportunity to work directly with RMIT’s incoming Provost and play an important role in establishing and operating the Office of the Provost. As Executive Coordinator, you will provide high level executive, administrative, and coordination support across a complex portfolio. You will be a trusted point of coordination, helping the Provost manage priorities, information, meetings, and actions, while anticipating requirements and ensuring important matters are progressed and followed through. Working with senior stakeholders across RMIT, you will exercise sound judgement and discretion, manage competing priorities, and help ensure the Provost’s time and attention are directed to the matters that require them most.

What you will do

• Provide high level executive support to the Provost, including complex diary, meeting, correspondence, and communication management.
• Coordinate the Provost’s forward schedule and priorities, anticipating upcoming commitments, dependencies, and information requirements.
• Coordinate briefings, presentations, meeting papers, reports, and other information to ensure the Provost is well prepared for key engagements and decisions.
• Triage requests and incoming matters, using sound judgement to prioritise, redirect, or escalat issues, protect the Provost’s time, and ensure attention is directed to the matters requiring it most.
• Provide secretariat and coordination support for committees, working groups, and meetings, including tracking actions and ensuring timely follow through.
• Build strong relationships across RMIT and act as an effective point of connection between the Provost’s Office and senior internal and external stakeholders.
• Support projects, events, travel, office systems, records, and financial administration, contributing to the smooth day to day operation of the Provost’s Office.

What will help you succeed

• significant experience supporting a senior executive, with demonstrated discretion, judgement, and professionalism exceptional organisational skills and the ability to anticipate needs, manage competing priorities, and remain calm when circumstances change excellent written and verbal communication skills, including experience preparing high quality correspondence, briefings, and executive materials confidence working with senior stakeholders and building trusted relationships across a complex organisation strong problem solving skills and the confidence to appropriately question, clarify, and escalat issues when required an ability to look ahead, identify emerging requirements, and ensure that commitments, information, and actions are managed effectively experience supporting governance, committees, projects, and administrative processes, together with strong capability across Microsoft 365.
• Experience within a university or similarly complex organisation will be highly regarded, as well as an understanding of the Australian higher education environment.

Executive Coordination_Provost_Position Description

Why join RMIT? The Executive Coordinator will join RMIT at an exciting time, supporting the incoming Provost as they establish their office and build relationships across the University. This is an opportunity to become a trusted partner to one of RMIT’s most senior leaders and contribute to an office that connects across the academic and professional community. For someone who enjoys being at the centre of a complex organisation, making things happen behind the scenes and enabling an executive to operate at their best, this is a role with significant visibility, variety and impact.

Applications Close: 22 Nov 2026 11.59 pm

RMIT is an equal opportunity employer committed to being a child safe organisation. We are dedicated to attracting, retaining and developing our people regardless of gender identity, ethnicity, sexual orientation, disability and age. Applications are encouraged from all sectors of the community, and we strongly encourage applications from the Aboriginal and/or Torres Strait Islander community. In line with RMIT University’s commitment to a safe, respectful and inclusive environment, from 1 January 2026, the University will also consider gender-based violence (GBV) risk factors as part of our recruitment processes. All applicants will be required to complete a gender‑based violence declaration in accordance with the National Higher Education Code to Prevent and Respond to Gender-based Violence. Preferred candidates will also be required to undertake relevant pre‑employment background checks, including Working With Children Checks. Information provided will be treated confidentially and considered only for its relevance to the role and RMIT’s safety obligations. At RMIT, we are committed to supporting adjustments throughout the recruitment and selection process, as well as during employment. We actively support and encourage people with disability to apply to RMIT (including alternate formats of application forms). To discuss adjustment requirements, please contact Dani, via [e-mail] or visit our Careers page for more contact information - https://www.rmit.edu.au/careers. We are a Circle Back Initiative Employer – we commit to respond to every applicant.

Culture

Our Values inspire us, wherever we are in the world, and guide how we live and work together. Imagination. Integrity. Courage. Passion. Impact. Inclusion. What unites us is our purpose and our values; they are at the heart of who we are, what we stand for, how we make decisions and connect with each other. Our people make everything at the University possible. We encourage new approaches to work and learning, stimulating change to drive positive impact. RMIT exists to create transformative experiences for our students, getting them ready for life and work. You will be a part of a productive and collaborative team, who values working relationships and outcomes through open and inclusive planning, continuous information sharing and transparent work practices. Find out what makes RMIT a great place to work