Executive Assistant - Melbourne, Australia - Swinburne University of Technology

Swinburne University of Technology

Verified Company

Melbourne, Australia

2 weeks ago

Posted by:

Olivia Brown

beBee Recruiter

Description

The Executive Assistant will provide a wide range of administrative and executive support services to the Pro Vice-Chancellor, Global Engagement.

In addition, they will work in partnership with the Operations and Project Coordinator in Global Engagement to ensure a collaborative and efficient administrative and operations support function across the Global Engagement division.

This position will be responsible for diary management, meeting coordination, travel management, preparation of meeting papers and coordinating divisional events, resolving issues as they arise.

In addition, the position will serve as Secretary to the Global Footprint Advisory Forum, an internal advisory group chaired by the Pro Vice-Chancellor (Global Engagement).

About You
To be suitable for this role you will need to have experience in the below key accountabilities:
Provide a high level, confidential executive support for the Pro Vice-Chancellor, Global Engagement (PVCGE) across a broad range of administrative support activities which may include:

Proactively manage calendars ensuring availability to stakeholders, adequate preparation for meetings, availability of necessary information and exercising judgement to resolve conflicting priorities and commitments.
Collate all meeting papers and materials for the PVCGE and, as appropriate, seek advice on policies and procedures.
Management of office resources, systems and procedures, such as photocopiers, kitchen, mail etc. and including maintaining electronic and hardcopy filing systems.
Liaise with internal and external stakeholders, organise meetings and appointments as necessary.
Manage the credit card reconciliation process for the PVCGE including monitoring expenditure and the collection of invoices and receipts.
Manage payments for conference fees, travel and individual subscriptions for the PVCGE.

Qualifications

A degree with subsequent relevant experience or extensive experience and broad knowledge in senior administrative fields.

About Swinburne University of Technology
Swinburne Horizon 2025 draws upon our understanding of future challenges.

With this new strategic plan, we choose to build Swinburne as the prototype of a new and different university - one that is truly of Technology, of Innovation and of Entrepreneurship, and proud of it.

We are committed to a differentiated university proposition in education and research, so that:

Every Swinburne learner gets a work experience
Every Swinburne graduate gets a job
Every Swinburne partner gets a tech solution
Swinburne is the prototype of global best practice

The achievement of our 2025 moon shots depends on our capacity to work collectively, always, as One Swinburne.

To Apply
Please submit your CV and cover letter addressing your suitability for this position.

To review the Position Description and to apply, please scroll down to the bottom of the page.

If you are viewing this advert from an external site, please click

'apply' and you will be redirected to Swinburne's Jobs website to access the Position Description at the bottom of the page.

Applications Close: 5pm, Thursday 10th August 2023
Swinburne offers flexible working options, leave and parenting/carer policies to support work life balance.

Equity and Diversity

Swinburne is a large and culturally diverse organisation and we are proud of our commitment to equity, diversity and inclusion through key initiatives.

For further information on all our initiatives visit our Equity & Diversity website.

We welcome and encourage applicants from diverse backgrounds to apply.

Aboriginal and Torres Strait Islander Applicants