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• Employment Type: Full Time, continuing role
• Remuneration: Level 6: from $100,354 + 17% superannuation + leave loading
• Location: Kensington, NSW

About UNSW
At UNSW, we pride ourselves on being a workplace where the best people come to do their best work.  We aspire to be Australia’s global university, improving and transforming lives through excellence in research, outstanding education and a commitment to advancing a just society.

Why your role matters

An Executive Assistant in Lifelong Learning provides high-level support to two Executives, ensuring their time and administrative tasks are managed efficiently. The role involves liaising with key stakeholders, requiring strong relationship management, sensitivity, and discretion. Responsibilities include responding to complex inquiries, referencing UNSW policies, and using sound judgment and technical skills. The position reports to the Executive Director, Lifelong Learning, and supports both the Executive Director and Director, AGSM Executive Education, with no direct reports.

Responsibilities

• Proactively provide executive support and assistance, whilst exercising discretion, initiative and confidentiality at all times.
• Act as the first point of contact for internal and external stakeholders, maintaining effective channels of communication, analysing requests, filtering correspondence and prioritising urgent and often sensitive matters.
• Complex diary management and the prioritisation of competing priorities for both roles
• Email management, including the monitoring and prioritising of emails and assisting with the preparation of responses.
• Document management including collating pre-reading materials, assisting in the review of papers to identify any items or actions of relevance, and ensuring the Executives are well prepared ahead of all meetings and all actions are addressed in a timely manner.
• Assist in the preparation of papers and presentations, including PowerPoint, and draft correspondence including briefing notes, documents, and reports.
• Use superior interpersonal communication skills to initiate and maintain executive stakeholder relationships.
• Facilitate and plan meetings, including compiling agendas, forward plans and action and decision registers, preparing minutes and following up on allocated or outstanding meeting tasks.
• Provide an effective link that helps maintain positive working relationships between direct reports and with all internal and external stakeholders, managing interactions and information with professionalism, tact and discretion.
• Create and maintain a high standard of written content on internal SharePoint and intranet pages.
• Coordinate travel and associated requirements in accordance with the University’s policies an procedures.
• Efficiently manage relevant financial activities, including expenses and credit card transactions and the payment of invoices in line with UNSW financial procedures.

Skills and Experience

• Relevant tertiary qualification with subsequent relevant experience or equivalent competence gained through any combination of education, training and experience.
• Demonstrated superior time management skills, with a demonstrated ability to respond to changing priorities, manage multiple tasks and meet competing deadlines by using judgement and initiative.
• Proven high level organisational skills and the ability to operate autonomously, handle multiple tasks, establish priorities and meet deadlines, while demonstrating strong initiative and a proactive approach to driving process improvement.
• Proven experience with complex diary management and high attention to detail.
• Strong written and verbal communication skills, with a high level of attention to detail for deliverables produced.
• Excellent interpersonal skills with ability to liaise effectively with all levels of staff and external stakeholders.
• Demonstrated ability to work to a high standard, under pressure with sensitive and confidential matters, working to a high degree of confidentiality, integrity, and the ability to work flexible hours as needed.
• Demonstrated ability to apply, interpret and advise on and develop protocols, procedures, guidelines and administrative systems.
• Demonstrated ability to coordinate team meetings and events, including planning, scheduling, catering, venue management, invitations and RSVPs, and meeting collateral and presentation materials.
• Demonstrated experience in the coordination of meetings, including agenda development and the capacity to effectively minute meetings and follow up on actions.
• Demonstrated ability to identify, analyse and solve administrative problems to provide accurate and appropriate outcomes.
• Demonstrated ability to work independently with minimal supervision and collaboratively as part of a high performing team.

For further details on role responsibilities and skills & experience required, refer to the position description found under the position listing on Jobs@UNSW

Benefits and Culture

People are at the core of everything we do. We recognise it is the contributions of our staff who make UNSW one of the best universities in Australia and the world.

Our benefits include:

• Career development opportunities.
• 17% Superannuation contributions and additional leave loading payments.
• Additional 3 days of leave over Christmas period.
• Discounts and entitlements (retail, education, fitness).

For further details on the benefits, please visit https://www.jobs.unsw.edu.au/lifestyle-benefits

To Apply: If this is of interest to you, please submit your application online: CV, Cover Letter and responses to the Skills and Experience outlined in the position description.

Sponsorship is not available for this role, full Australian working rights are required on application.

Contact: Tai James - Talent Acquisition Consultant tai.james@unsw.edu.au

Please apply directly through the website, applications sent to the contact above will not be accepted.

Applications close: 11.55pm, Thursday 20 March 2025.

UNSW is committed to equity diversity and inclusion. Applications from women, people of culturally and linguistically diverse backgrounds, those living with disabilities, members of the LGBTIQ+ community; and people of Aboriginal and Torres Strait Islander descent, are encouraged. UNSW provides workplace adjustments for people with disability, and access to flexible work options for eligible staff.

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