Executive Assistant

Posted: 28/08/2025

Closing Date: 10/09/2025

Job Type: Permanent - Full Time

Location: Newcastle West

Job Category: Administration & Office Support

Join a Mission-Driven Team as Executive Assistant – Religious Education & Spirituality Permanent Full-Time
Are you an experienced Executive Assistant looking to make a meaningful impact? The Catholic Schools invites you to bring your exceptional organisational skills and professional drive to a purpose-led role supporting the Religious Education & Spirituality team.
As Executive Assistant, you'll play a pivotal role in enabling the smooth operation of a dynamic and values-based portfolio.
You'll work closely with senior leaders, manage complex schedules, coordinate key initiatives, and ensure the seamless flow of communication and administration.

Job Description

The Executive Assistant provides high level customised administrative support to the CSO Head of Religious Education and Spirituality (RE&S) to ensure systemic schools are supported in a targeted, timely and effective manner.
The primary purpose of this role is to:

deliver consistent, timely, accurate, and high-level executive support to the Assistant Head RE&S, including calendar and event management.
respond as the first point of contact to those enquiries that pertain to the Assistant Head RE&S, that require and excellent working knowledge of the organisation and RE&S team.
build and foster positive and collaborative relationships with key internal and external stakeholders to provide executive support to the Assistant Head RE&S.
prioritise a diverse range of tasks that support the multiple events, operations and projects undertaken by the RE&S team.
process finance requests and payments such as invoices, reimbursements and purchase orders
exercise discretion, judgement, initiative, and confidentiality at all times.

Desired Skills and Experience

EXPERIENCE/CRITERIA

Organisation: Strong experience as an Executive or Personal Assistant with the ability to liaise and coordinate meetings and events with various external and internal stakeholders.
Administrative Skills: High degree of attention to detail and accuracy in file (paper and electronic) and office management.
Excellent ICT skills with strong competency in the use of Microsoft Office suite (specifically Power Point, Excel, Content Manager, Share Point, Outlook diary management.)
Interpersonal Skills: Strong capacity to establish and maintain positive working relationships within a team environment, and with stakeholders across levels both within and external to the Catholic Schools Office of Maitland-Newcastle.
Information Management: Consistent adherence to maintaining high-level confidentiality and appropriately handling sensitive data.
Good awareness of privacy obligations, policy, and procedure.
Ability to add and maintain data relevant to staff information databases.
Initiative and problem-solving: Ability to navigate conflicting demands and priorities.
Capacity to selfdirect and be responsive to supervision and general direction when it is required.
Financial Administration: Coordinates management of reimbursement and reconciliation of invoices, credit card and requisitions.

QUALIFICATIONS

Ability to articulate a clear understanding of and a personal commitment to Catholic education and the mission of the Church through Catholic schools.
Business Administration Diploma or Certificate IV or equivalent
Current paid NSW Working with Children Check (WWCC) number
National Criminal History check clearance
Category A – Accreditation to Work, Teach and Lead (willingness to work towards)

CONDITIONS OF EMPLOYMENT
Salary is in accordance with Catholic Schools Office, Diocese of Maitland-Newcastle Employees Enterprise Agreement 2019.
ENEFITS OF WORKING WITH US

Work in quality schools where students are nurtured, challenged and encouraged to excel and grow
A corporate fitness program through Fitness Passport (T&C's apply)
Employee assistance program (EAP)
Training and staff development programs
Paid parental leave for eligible employees
Access to long service leave after just five years for eligible employees
Leave Portability (T&C's Apply)

FOR FURTHER INFORMATION
Contact Ryan Gato on Tel: (02) 4979 1200 or via email: ryan.gato@mn.catholic.edu.au
TO APPLY

Please provide a cover letter along with your resume
Within your cover letter address each of the selection criteria as listed under EXPERIENCE/CRITERIA above and ensure your response to each criteria is no longer than 300 words.

Please note, not adequately addressing the selection criteria may result in your application not being shortlisted.
Applications close: Wednesday 10th September 2025 11.59pm
Additional information
The Diocese of Maitland-Newcastle is committed to safeguarding children and vulnerable persons and preventing those in our care from suffering abuse or neglect.
It is committed to implementing and maintaining compliance with the NSW Child Safe Standards and the National Catholic Safeguarding Standards and takes a zero-tolerance approach to abuse of children or vulnerable persons.
All who work in the name of the Diocese must comply with the Diocesan Safeguarding Framework Policy and act in accordance with the Diocese's Code of Conduct which includes the Diocese's Safeguarding Commitment Statement.
Employees are required to undergo a National Police Check and retain a valid NSW Working with Children Check where necessary, in accordance with legislation.

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