Executive Support Assistant

University of Sydney; Sydney; On-site; AUD 75,000 - 95,000; Full time

Benefits offered by this job

17% Superannuation

Flexible working arrangements

Indigenous professional and career dev

Indigenous staff network

YURA network

Salary packaging options

Job summary

The University of Sydney is seeking an Executive Support Assistant to provide professional executive and administrative support to the ICT Leadership Team. You will work closely with senior ICT leaders and the Executive Support Officer to ensure day-to-day requirements are managed efficiently and confidentially.

You should be proactive, autonomous and able to anticipate needs, progress tasks without detailed instruction, and ensure important actions do not fall through the gaps.

Qualifications

• Proven experience delivering proactive executive support to senior leaders.
• Experience managing complex diaries and calendars.
• Strong written communication and attention to detail.
• Ability to work autonomously and handle confidential information.
• Proficiency with Microsoft Office.

Responsibilities

• Work closely with ICT Leadership Team to provide cohesive service.
• Provide executive and administrative support to the ICT Leadership Team.
• Manage incoming enquiries and correspondence, prioritise and escalate when needed.
• Coordinate meetings, agendas, papers, minute-taking and logistics.
• Prepare correspondence, reports, documents and briefing notes.
• Arrange travel and itineraries in line with policies.
• Maintain administrative and records management systems.
• Contribute to operational improvements and effective teamwork.

Skills

Executive support

Diary management

Stakeholder engagement

Microsoft Office

Travel arrangements

Discretion and judgement

Tools

Microsoft Office

Travel booking systems

Job description

This is a Targeted Aboriginal and Torres Strait Islander Position. While we welcome applications from all candidates, this is a targeted role for Aboriginal and Torres Strait Islander people. As part of our commitment to diversity and inclusion, Aboriginal and Torres Strait Islander candidates will be assessed as a priority. This Exemption is claimed under Section 21 of the Anti-Discrimination Act 1977.

About the opportunity

The Executive Support Assistant provides professional executive and administrative support to the ICT Leadership Team. Working closely with senior ICT leaders and the Executive Support Officer, the role helps ensure day-to-day requirements are managed efficiently, effectively and confidentially.

The role requires someone who is proactive and comfortable operating with autonomy; anticipating what is needed, progressing work without waiting for detailed instruction and ensuring important actions do not fall through the gaps.

• Working closely with the ICT Leadership Team and Executive Support Officer to provide a cohesive and efficient service.
• Providing executive and administrative support to the ICT Leadership Team.
• Managing incoming enquiries and correspondence, prioritising and escalating matters where appropriate.
• Coordinating meetings, agendas, papers, minute-taking and logistical arrangements.
• Preparing correspondence, reports, documentation and briefing notes.
• Managing travel arrangements and itineraries in line with University policies and procedures.
• Maintaining administrative, document and records management systems.
• Contributing to operational improvement activities and effective teamwork

Why work with us

We are committed to creating a culturally safe, supportive and inclusive workplace for Aboriginal and Torres Strait Islander staff.

Key benefits include:

• 17% Superannuation
• Generous cultural leave and flexible working arrangements
• Access to Indigenous professional and career development programs, including mentoring, leadership programs, and development funding
• participation in an internal Indigenous staff network, providing cultural connection, peer support and professional development opportunities
• YURA network (promoting sharing of experiences, and professional support for Aboriginal and Torres Strait Islander staff members)
• Tax-efficient salary packaging options for cars, laptops, and additional contributions to your superannuation fund

About you:

• Substantial experience providing proactive executive support to senior leaders, preferably in a large and complex organisation.
• Extensive experience managing complex and frequently changing executive diaries, including negotiating competing priorities and resolving scheduling conflicts.
• Demonstrated ability to anticipate requirements, work with minimal direction and take ownership of matters through to completion.
• Sound judgement and discretion, including the ability to independently resolve day-to-day matters and identify when escalation is required.
• Confidence in engaging with senior internal and external stakeholders, following up actions and appropriately negotiating or redirecting requests.
• Strong written communication and attention to detail, with experience preparing correspondence, meeting papers, reports and briefing material.
• A practical, adaptable and solutions-focused approach, with the ability to remain composed and effective as priorities change.
• Strong capability in Microsoft Office, email, calendar and travel-booking systems.

Accessibility and inclusion

The University of Sydney is committed to creating an inclusive recruitment experience for all candidates. If you require adjustments or additional support at any stage of the recruitment process, we encourage you to let us know.

This may include adjustments to the interview format, additional time, breaks, accessible interview locations, receiving materials in advance, or any other practical support that will help you participate comfortably.

In addition, if you require reasonable adjustment or any documents in alternate formats, please contact Camila Garcia, on email to [e-mail] email address.

EEO statement

At the University of Sydney, our shared values are trust, accountability and excellence and we strive to be a place where everyone can thrive. We are committed to creating a University community that thrives through diversity and reflects the wider community that we serve. We deliver on this through our commitment to diversity and inclusion, evidenced by our people and culture programs, as well as key strategies to increase participation and support the careers of Aboriginal and Torres Strait Islander People, women, people living with a disability, people from culturally and linguistically diverse backgrounds, and those who identify as LGBTIQ+. We welcome applications from candidates from all backgrounds.

We are proud to be recognised as an Australian Workplace Equality Index (AWEI) Gold employer. Find out more about our work on diversity and inclusion.

Your employment is conditional upon the completion of all role required pre-employment or background checks in terms satisfactory to the University.

Also, to meet the University’s obligations under the National Higher Education Code to Prevent and Eliminate Gender-Based Violence you will be asked to declare if you have been investigated for, or found to engaged in, sexual harm or gender-based violence in the course of previous employment or in a legal process.

Sponsorship / work rights for Australia

You must have unrestricted work rights in Australia for the duration of this employment to be eligible to apply. Visa sponsorship is not available for this appointment.

The University reserves the right not to proceed with any appointment.

Click to view the Position Description for this role.