Operating Assistant

Publicroles; Newcastle; On-site; AUD 100,000 - 120,000; Full time

Job summary

Publicroles is seeking an Executive Assistant to partner with the Pro Vice-Chancellor and College General Manager, delivering outstanding executive support and guiding day-to-day operations of the College leadership team.

You'll manage complex diaries, prepare reports and briefing materials, conduct research, coordinate meetings, and foster relationships with internal and external stakeholders across the University.

Qualifications

• Experience in executive-level support is essential.
• Ability to manage multiple priorities with discretion.
• Strong written and verbal communication.
• Experience coordinating with senior stakeholders.

Responsibilities

• Manage a complex executive diary, coordinating meetings, priorities and commitments.
• Prepare high-quality reports, presentations, correspondence, submissions and briefing materials.
• Conduct research, analyse information and compile insights to support planning and decision‑making.
• Coordinate meetings, prepare agendas, record minutes and ensure timely follow‑up of actions.
• Support the Pro Vice-Chancellor by preparing documentation and background information for meetings, events and key engagements, while facilitating effective information flow across the College and University.
• Build and maintain strong relationships with internal and external stakeholders.
• Coordinate visiting delegations, events and executive‑level activities.
• Contribute to projects, process improvements and initiatives that support College objectives.
• Develop and maintain efficient systems, processes and workflows to support the effective operation of the Office of the Pro Vice‑Chancellor.

Skills

Executive diary management

Report writing

Stakeholder engagement

Research & analysis

Job description

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In the role of Executive Assistant, you will be a trusted partner to the Pro Vice-Chancellor and College General Manager, providing exceptional executive support and helping drive the day-to‑day operations of the College leadership team. Combining strong organisational skills with initiative and sound judgement, you will manage executive priorities, coordinate key activities and engagements, and contribute to projects and initiatives that support the College's strategic objectives.

This is a rewarding opportunity for a proactive professional who enjoys building relationships, improving processes, and working closely with senior leaders in a role that offers variety, challenge and impact.

In this role you will:

• Manage a complex executive diary, coordinating meetings, priorities and commitments.
• Prepare high-quality reports, presentations, correspondence, submissions and briefing materials.
• Conduct research, analyse information and compile insights to support planning and decision‑making.
• Coordinate meetings, prepare agendas, record minutes and ensure timely follow‑up of actions.
• Support the Pro Vice‑Chancellor by preparing documentation and background information for meetings, events and key engagements, while facilitating effective information flow across the College and University.
• Build and maintain strong relationships with internal and external stakeholders.
• Coordinate visiting delegations, events and executive‑level activities.
• Contribute to projects, process improvements and initiatives that support College objectives.
• Develop and maintain efficient systems, processes and workflows to support the effective operation of the Office of the Pro Vice‑Chancellor.

This ongoing HEW 6 position is full time and will be located at the Callaghan Campus (Awabakal land).

The Role

In the role of Executive Assistant, you will be a trusted partner to the Pro Vice‑Chancellor and College General Manager, providing exceptional executive support and helping drive the day‑to‑day operations of the College leadership team. Combining strong organisational skills with initiative and sound judgement, you will manage executive priorities, coordinate key activities and engagements, and contribute to projects and initiatives that support the College's strategic objectives.

This is a rewarding opportunity for a proactive professional who enjoys building relationships, improving processes, and working closely with senior leaders in a role that offers variety, challenge and impact.

In this role you will:

• Manage a complex executive diary, coordinating meetings, priorities and commitments.
• Prepare high-quality reports, presentations, correspondence, submissions and briefing materials.
• Conduct research, analyse information and compile insights to support planning and decision‑making.
• Coordinate meetings, prepare agendas, record minutes and ensure timely follow‑up of actions.
• Support the Pro Vice‑Chancellor by preparing documentation and background information for meetings, events and key engagements, while facilitating effective information flow across the College and University.
• Build and maintain strong relationships with internal and external stakeholders.
• Coordinate visiting delegations, events and executive‑level activities.
• Contribute to projects, process improvements