Senior Executive Assistant

University of Queensland; Australia; On-site; AUD 95,000 - 125,000; Full time

Job summary

The University of Queensland invites applications for a Senior Executive Assistant to provide high-level executive support to the Chief Operating Officer (COO) and Deputy COO. This full-time role demands exceptional discretion, with responsibilities spanning diary and travel management, stakeholder engagement, and governance support.

You will prepare briefing materials, manage complex scheduling, and coordinate committees and events across the portfolio, ensuring timely and accurate

Qualifications

• Experience providing executive assistance at senior level with complex diary and email management.
• Excellent interpersonal, written and verbal communication across diverse stakeholders.
• Ability to handle confidential matters with discretion and sound judgement.
• Proven organisational skills with the ability to prioritise competing demands and meet deadlines.

Responsibilities

• Provide high-level executive support to the COO and Deputy COO, including complex diary, travel and meeting coordination.
• Manage day-to-day operations of the office and support portfolio priorities through administration and project coordination.
• Prepare briefings, correspondence and executive documents informed by research and analysis as required.
• Act as a trusted, service-focused contact for the office, responding to enquiries promptly and professionally.
• Coordinate committees, meetings, events and engagement activities across the portfolio.
• Support governance, policy compliance and financial administration activities on behalf of the office.

Skills

Executive support

Diary management

Travel coordination

Stakeholder engagement

Governance

Communication

Education

Bachelor's degree

Tools

MS Office

Outlook

Job description

**About This Opportunity**We are seeking a highly organised, professional and service-oriented Senior Executive Assistant to provide high-level executive support to the Chief Operating Officer (COO) and Deputy Chief Operating Officer (Deputy COO). Operating within a fast-paced and complex environment, you will play a critical role in supporting the day-to-day operations of the COO portfolio through effective diary management, stakeholder engagement, governance support, project coordination, and the preparation of high-quality correspondence and briefing materials. As a key point of contact for the office, you will provide consistently excellent customer service, engage with people respectfully and professionally, and ensure enquiries are handled responsively and with care. This position requires exceptional judgement, discretion, and the ability to build productive and trusted relationships with senior leaders, as well as colleagues and diverse stakeholders across the University.Key responsibilities will include:* Providing high-level executive support to the COO and Deputy COO, including complex diary, travel and meeting coordination.* Managing the day-to-day operations of the office and supporting portfolio priorities through effective administration and project coordination.* Preparing briefings, correspondence and other executive documentation, informed by research and analysis where required.* Acting as a trusted and service-focused point of contact for the office, building positive stakeholder relationships, responding to enquiries promptly and respectfully, and handling sensitive and confidential matters with discretion, empathy and sound judgement.* Coordinating committees, meetings, events and engagement activities across the portfolio.* Supporting governance, policy compliance and financial administration activities on behalf of the office. This is a full-time continuing position at Hew Level 6. **About You*** A degree with subsequent relevant experience; or extensive experience and specialist expertise or broad knowledge in administration, business or executive support; or an equivalent combination of relevant experience and/or education/training.* Demonstrated experience providing executive assistance at a senior executive level, including complex diary, email and travel management and the preparation of high-quality correspondence and documents.* Excellent organisational and time management skills, including the ability to prioritise competing work demands and meet deadlines, whilst maintaining accuracy and attention to detail.* Demonstrated commitment to excellent customer service, with highly developed interpersonal, written and verbal communication skills and the ability to engage respectfully, professionally and inclusively with diverse stakeholders.* This includes listening carefully, responding constructively to enquiries, managing expectations, exercising judgement about escalation, and ensuring timely and appropriate follow-up.* Strong problem-solving skills and sound judgement, including the ability to resolve issues, redirect enquiries and escalate matters appropriately.* Demonstrated discretion, integrity and sound judgement in managing sensitive and confidential information in a complex executive environment. Ability to interpret and apply policies and procedures in a complex institution or organisation.**Interested?**For inquiries, please reach out to Maddy Flaherty, Principal Consultant, Executive Recruitment at [e-mail] stating the job reference number (below) in the subject line. When you apply, please ensure you upload a **resume** and **cover letter** summarizing how your background aligns to the ‘About You’ section.**Other Information**Pre-employment checks may include: verification of the right to work in Australia. This may also include checks relating to gender-based violence matters or other integrity and conduct requirements. You must maintain unrestricted work rights in Australia for the duration of this appointment to apply. Employer sponsored work rights are not available for this appointment.We're dedicated to equity, diversity, and inclusion. We recognise that career pathways and opportunities differ, and encourage applications from candidates who may not meet every criteria but can demonstrate their potential relative to opportunity. We’re also happy to support any accessibility needs throughout the recruitment process. Just let us know how we can help by emailing [e-mail] or calling [phone].***Applications close Sunday 18th October 2026 at 11.00pm AEST (R-69937).***