Executive Support Officer

1 week ago

Southport, Australia Page Personnel Full time
6 Month Ongoing Contract

  • Potential to go Permanent

About Our Client:

Our Client is a well-respected University dedicated to learning, leadership, and innovation.

  • Provision of high level administrative support to the Vice President including following up on actions arising out of meetings, initiating and drafting correspondence, managing requests for information, administrative research and drafting documents and maintaining records.
  • Manage all diary, travel arrangements and itineraries; assuming full responsibility for the schedule of the Vice President, including collation of relevant information and background material as it relates to the schedule and liaison with the Office of the Vice Chancellor and other senior executives for joint travel commitments.
  • Develop, implement, and manage effective and efficient administrative systems within the Office of the Vice President.
  • Review all incoming correspondence to determine which matters should be referred to the Vice President for their attention and consideration, or to other officers of the University for action. This includes the drafting of correspondence to a range of internal, national and international stakeholders for consideration by the Vice President.
  • Liaise with other elements of the University, senior management and staff to ensure timely delivery of information and fulfilment of obligations for the Office of the Vice President.
  • Receive telephone enquiries directed to the Vice President's office; where appropriate, responding directly to telephone enquiries or referring them to other officers of the University.
  • Establish and maintain effective working relationships with a wide range of stakeholders from within the University, the Higher Education sector, Government, Consulates and Embassy officials, as well as international institutional partners and organisations in an environment requiring crosscultural communication, integrity, tact and discretion.
  • Liaise with the external organisations for which the Vice President is on the board and/or committees chaired by the Vice President, including the preparation of agendas and organisation of meeting dates and venues.
  • Act as Committee Secretary to the Internationalisation Advisory Committee (IAC) and the English Language Advisory Committee (ELAC), chaired by the Vice President. Undertake all tasks as required by the Secretary, including drafting agendas and developing minutes, communicating decisions to committee members, and undertaking associated administrative tasks related to the work of the committees.
  • Organise and manage a range of events.
  • Coordinate activities for visitors to the Vice President, including liaison with the Office of the Vice Chancellor, Protocol & Events and the International Partnerships Unit for itineraries, briefings, tours and hospitality for visiting dignitaries and delegations.
  • Ensure compliance with relevant legislation and University policies and procedures, including equity and health & safety and exhibit good practice in relation to same.
  • Be a leading example of the principles and values embodied in the University's Code of Conduct, and behave, act and communicate at all times to reflect fairness, ethics and professionalism.

The Successful Applicant:

Essential

  • Completion of a relevant degree, with subsequent experience and/or an equivalent combination of extensive relevant experience and training.
  • Demonstrated highlevel organisational and administrative skills, including the ability to work autonomously, to meet deadlines, commitments and to handle competing demands.
  • Highlevel communication skills, including the ability to write clearly, concisely and accurately; to work effectively both independently and as a part of a team; to negotiate and liaise with colleagues at all levels; and the ability to project a professional image for the Office.
  • Proven experience in providing professional executive assistance services to senior staff, including the ability to establish and maintain effective priorities, followup and implementation systems for resultant actions and decisions.
  • Proven ability to develop and maintain strong working relationships with a range of stakeholders, both within the organisation and at a national and international level.
  • Demonstrated highlevel interpersonal skills in a crosscultural environment, including the ability and judgement to deal sensitively when required, and to maintain confidentiality, discretion and tact.

Desirable

  • Prior experience in tertiary education administration and/or the international education industry.

What's on Offer:

  • 6 Month contract with potential for extension
  • Potential to go permanent
  • Generous hourly rate
  • Ideal start date May 1st
  • Amazing opportunity to join a wellrespected organisation with potential progression pathways available

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