Executive Assistant

The Executive Assistant, Project provides high level administrative and executive support to the PVC and CEO in a confidential environment and is also responsible for providing high-level support to the senior management team. Duties and responsibilities include but are not limited to:

- Responsible for the smooth running of projects by tracking progress and provide timely updates to the management on status, budget, irregularities, and risks.
- Provide secretariat support and manage the day-to-day operations of the Office of the PVC.
- Proactively manage the CEO’s diary and engagements including arrangement of oversea business and personal trips.
- Coordinate diaries, events and meetings for the management team.
- Arrange and coordinate functions, external visitors, travel arrangements and support for all inbound and outbound staff visits/conference trips.
- Draft, and prepare correspondence, reports and presentations for the PVC and CEO.
- Provide support for meetings and committees, including preparation of agendas, minutes and actions arising, and coordinate the submission of reports.
- Liaison with corporate secretary service provider in the arrangement of Board of Directors’ meetings.
- Prepare and lodge documents with ACRA and other government agencies. Maintain statutory filings and ensure proper statutory records.
- Coordinate preparation of papers and reports for Committees, Council and Board with the management team.
- Manage, plan, and execute in-house guests’ events and celebrations.
- Work collaboratively with the academic and professional team, providing the necessary and relevant administrative support including but not limited to marketing activities and corporate events
- Manage the purchasing of office stationery and other consumables including pantry and catering, maintenance servicing, and procurement of supplies.

**Selection Criteria**
- Completion of a degree level qualification with subsequent relevant experience; or an equivalent combination of relevant experience and/or education/training.
- Proficient in English language (written and spoken) is required to draft reports, correspondence and presentations for the PVC and CEO.
- Demonstrated experience in the provision of office management, high level executive services with the ability to act with diplomacy, discretion and tact.
- Strong organisational skills including the ability to organise workflows to meet competing demands and adaptability to a range of workplace expectations and responsibilities.
- Experience in providing high-level secretarial and administrative support to senior executives in a university environment or similar large and complex organisation and covering diary and travel management, correspondence, bring forward action management, document development, information management.
- Demonstrated highly developed interpersonal, verbal, and written communication skills and the proven ability to liaise effectively and discreetly with a wide range of management, staff and external parties on complex, sensitive and confidential issues.
- Ability to work both independently and collaboratively using initiative and problem-solving skills as well as high attention to detail to complete tasks and assigned projects.
- Self-starter with experience in planning and supporting the delivery of projects with the ability to identify and complete critical tasks whilst partnering with a range of stakeholders across a large and complex organisation.
- Knowledge of, and experience in adhering to workplace policies and procedures in the areas of work health safety, equity, diversity and promoting a respectful workplace culture.

**Salary**: $3,000.00 - $4,200.00 per month

**Benefits**:

- Health insurance

Schedule:

- Monday to Friday

Supplemental pay types:

- 13th month salary

**Education**:

- Bachelor's or equivalent (preferred)