Executive Coordinator - Office of the Provost

RMIT University Vietnam; Melbourne; On-site; AUD 90,000 - 120,000; Full time

Job summary

RMIT University Melbourne is seeking an Executive Coordinator to work directly with the incoming Provost on establishing and operating the Provost's Office.

You will provide high level executive, administrative and coordination support across a complex portfolio, manage diaries, briefs, and meetings, and liaise with senior internal and external stakeholders.

This full-time HEW7 role is based at the Melbourne City campus and offers visibility, autonomy and impact.

Qualifications

• Experience supporting a senior executive with discretion and professionalism.
• Excellent written and verbal communication skills for high quality correspondence, briefs and executive materials.
• Ability to anticipate needs, manage competing priorities and remain calm under pressure.
• Confidence working with senior stakeholders and building trusted relationships across a large organisation.
• Strong problem solving skills and ability to escalate issues when required.
• Ability to look ahead and ensure commitments, information and actions are managed effectively.
• Experience supporting governance, committees, projects and administrative processes, with strong capability across Microsoft 365.

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 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 escalate 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.

Skills

Executive support

Stakeholder management

Organisation skills

Communication skills

Governance experience

Microsoft 365

Tools

Microsoft 365

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 escape 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

You will be an accomplished executive support professional who is comfortable working with a high degree of autonomy in a large and complex organisation.

You will bring

• 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 elevate 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 will an understanding of the Australian higher education environment.

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 wi