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The Executive Assistant provides high-level administrative and executive support to the Chief University Infrastructure Officer and Director Engagement. Responsibilities include managing diaries, coordinating communications, and ensuring efficient office operations while maintaining confidentiality and professional standards.
Candidates should have previous experience as an Executive Assistant and possess strong organisational, communication, and interpersonal skills. Proficiency in MS Office and the ability to manage competing priorities with discretion and sound judgement are essential.
Full time, continuing role located at the Services Building (G12) on Darlington Campus
Provide executive support to the Chief University Infrastructure Officer and Director Engagement
Base salary HEO7 $117,133 p.a. plus 17% Superannuation
About the opportunity
The University of Sydney is seeking an experienced, proactive, and highly organised Executive Assistant to join the University Infrastructure (UI) team.
In this pivotal role, you will provide comprehensive executive support to the Chief University Infrastructure Officer (CUIO) and Director Engagement, ensuring the smooth and efficient management of their offices and day-to-day operations. You will deliver high-quality administrative and executive support services, proactively managing priorities, coordinating activities, and facilitating effective business operations.
As a trusted representative and key point of contact for the CUIO and Director Engagement, the Executive Assistant will exercise sound judgement, discretion, and professionalism in all interactions. The role requires the ability to manage confidential and sensitive matters with integrity while maintaining a strong client-focused approach. Success in this position will be underpinned by exceptional organisational skills, extensive experience supporting senior executives, strong business acumen, and a commitment to delivering outstanding stakeholder service.
Working closely with a diverse range of internal and external stakeholders, the Executive Assistant will play a critical role in ensuring the Executive Office operates efficiently and professionally, while supporting the successful delivery of the University's strategic infrastructure objectives.
The successful candidate will be based on campus Monday to Thursday, with the flexibility to work from home on Fridays if desired.
Your key responsibilities will be to:
act as the first point of contact for the Chief University Infrastructure Officer and Director Engagement, maintaining effective channels of communication, interpreting requests and correspondence to prioritise
provide broad, high level professional executive support to the CUIO and Director Engagement and effectively manages their general day to day administration activity
undertake diary, email and document management, including the monitoring and prioritising of emails and assisting with the preparation of responses
develop and manage relationships with senior executives, senior managers and staff across the University; develops an understanding of the key priorities of the CUIO and Director Engagement, escalating issues of concern and importance where required
provide administrative support for any departmental recruitment activity including compliance with the University’s job design and recruitment policies and processes
develop and maintain effective administrative systems and practices, including for general office support, document and records management, ensuring that all practices are compliant with the University’s policies and procedures.
About you
previous experience as an Executive Assistant or in a similarrole or environment would be desirable
strong written and verbal communication skills, with a high level of attention to detail for deliverables produced
high-level organisational skills with proven ability to deal with multiple tasks, establish priorities and meet deadlines
excellent interpersonal skills with ability to liaise effectively with all levels of staff and external stakeholders
advanced level of computer literacy, working with a range of computer systems and applications, including MS Office (Word, Excel, Powerpoint) and MS Teams
excellent time management skills, with a demonstrated ability to respond to changing priorities, manage multiple tasks and meet competing deadlines by using judgement and initiative
excellent negotiation, conflict resolution, relationship building and influencing skills together with high level of tact, diplomacy and discretion and the ability to maintain confidentiality
an understanding maintenance of WHS and compliance in a large complex organisation.
Sponsorship / work rights for Australia
You must have unrestricted work rights in Australia for the duration of this employment to be eligible to apply. Visa sponsorship is not available for this appointment.
Pre-employment checks and declarations
Your employment is conditional upon the successful completion of all pre-employment or background checks required for the role in terms satisfactory to the University. Also, to meet the University’s obligations under the National Higher Education Code to Prevent and Eliminate Gender-Based Violence you will be asked to declare if you have been investigated for, or found to engaged in, sexual harm or gender-based violence in the course of previous employment or in a legal process. Similarly, your ongoing employment is conditional upon the satisfactory maintenance of all relevant clearances and background check requirements. If you do not meet these conditions, the University may take any necessary step, including the termination of your employment.
EEO statement
At the University of Sydney, our shared values are trust, accountability and excellence and we strive to be a place where everyone can thrive. We are committed to creating a University community that thrives through diversity and reflects the wider community that we serve. We deliver on this through our commitment to diversity and inclusion, evidenced by our people and culture programs, as well as key strategies to increase participation and support the careers of Aboriginal and Torres Strait Islander People, women, people living with a disability, people from culturally and linguistically diverse backgrounds, and those who identify as LGBTQIA+. We welcome applications from candidates from all backgrounds.
We are proud to be recognised as an Australian Workplace Equality Index (AWEI) Platinum Employer. Find out more about our work on diversity and inclusion.
How to apply
Applications (including a cover letter, CV, and any additional supporting documentation) can be submitted via the Apply button at the top of the page.
For employees of the University or contingent workers, please login into your Workday account and navigate to the Career icon on your Dashboard. Click on USYD Find Jobs and apply.
For a confidential discussion about the role, or if you require reasonable adjustment or any documents in alternate formats, please contact Kevin Lim, Recruitment Operations by email to kevin.lim@sydney.edu.au.
© The University of Sydney
The University reserves the right not to proceed with any appointment.
Click to view the Position Description for this role.
A non-profit Group empowering enthusiasts to learn, build and grow with cutting-edge research and technologies.
At GDG USYD, we unite students and tech enthusiasts with the common goal of using technology for good. 💻🪴🌏 To this end, our community orchestrates initiatives designed to empower young professionals to drive solutions that have an impact felt locally and globally. Supported by Google, we provide exclusive access to exceptional resources and a vast network.
Offices: Camperdown, NSW 2006, AU
A non-profit Group empowering enthusiasts to learn, build and grow with cutting-edge research and technologies.
At GDG USYD, we unite students and tech enthusiasts with the common goal of using technology for good. 💻🪴🌏 To this end, our community orchestrates initiatives designed to empower young professionals to drive solutions that have an impact felt locally and globally. Supported by Google, we provide exclusive access to exceptional resources and a vast network.
Offices: Camperdown, NSW 2006, AU
