Executive Assistant

Role Overview

An established Australian university is searching for a highly organised and proactive Executive Assistant to deliver comprehensive support to a senior executive within its dynamic People & Culture division. This position involves diverse responsibilities across a fast-moving environment, offering an exceptional opportunity for a skilled Executive or Personal Assistant to join a welcoming, mission-driven organisation with potential for permanent placement.

Key Duties

• Provide dedicated and proactive executive and administrative assistance to a senior leader.
• Efficiently manage a complex diary, arrange meetings, and prepare supporting materials such as agendas, presentations, and briefings.
• Organise leadership gatherings including meetings, workshops, and all-hands Town Hall events.
• Develop reports, official correspondence, and documentation required for governance.
• Coordinate domestic and international travel arrangements including itinerary preparation and expense processing.
• Handle financial administrative tasks like purchase order creation, invoice processing, and expense reconciliations.
• Maintain and organise records, documentation, and digital repositories.
• Serve as a primary liaison for both internal teams and external stakeholders, ensuring a professional and timely service experience.
• Contribute to business projects and support continuous improvement initiatives within the People & Culture function.

Qualifications and Experience

• Proven background supporting executives, personal assistants, or senior administrative roles.
• Strong organisational skills capable of juggling multiple priorities and deadlines effectively.
• Exceptional written and verbal communication capabilities.
• Demonstrated professionalism and confidentiality when managing sensitive information.
• Experience in orchestrating meetings, events, travel logistics, and executive-level administrative support.
• Familiarity with financial administration including purchase orders, invoices, and reimbursement processes.
• Advanced proficiency in Microsoft Office suite and comfortable working with various administrative systems.
• Meticulous attention to detail accompanied by a proactive, client-focused mindset.

Additional Information

This role is a contract position based onsite in Melbourne, Victoria, Australia. Interested candidates seeking further details are encouraged to reach out via the provided contact method.