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School Executive Assistant

3 weeks ago

Brisbane, Australia Queensland University of Technology Full time

The School Executive Assistant provides
executive support to the Head of School,
including high level administration support,
planning and advice. The School Executive
Assistant works collaboratively with key
stakeholders and other staff to deliver
exceptional service and support.
Confidentiality, discretion and consistent sound
judgement are critical attributes for this role.

The position requires outstanding
organisational skills in supporting the Faculty
executive member with time management,
diary management, travel organisation and
correspondence. The School Executive
Assistant is also responsible for developing,
refining and maintaining office administration
processes and supporting the School in
general administration.

This position reports to the [Head of School] for
supervision, workload management and for
Performance Planning and Review (PPR).

**Key responsibilities include**:

- Provide confidential executive support

including proactive and tactical diary
management, liaison with internal and
external stakeholders, preparation for
meetings, and preparing and drafting
correspondence.
- Promptly and professionally answering,

triaging, or redirecting incoming
correspondence, ensuring that business is
appropriately prioritised, and that
outstanding mattes are followed up and
completed to deadlines.
- Manage documents and workflow, including

incoming mail prioritisation.
- Drafting and proofreading correspondence

or other documents and presentations,
taking notes or minutes as required.
- Develop, implement and maintain systems

and processes to ensure efficient
operations of the office.
- Organise functions, training and events,

including invitations, venue bookings,
equipment hire, catering and visitor parking.
- Coordination of all travel arrangements for

the Faculty Executive member, visitors,
academics, including itineraries, airfares,
visa, car hire, accommodation and taxis,
including organising reconciliation and
reimbursement of travel expenses and post
travel finance reporting.
- Undertake data collection in order to

provide information and/or advice on
specific issues.
- Undertake duties related to academic

support as required.
- Act as Secretary to committees and staff

meetings, and provide minute taking duties
for any other required meetings as
requested.
- Assist in projects and audits, undertaking

other significant administrative tasks as
required.
- Compliance with health and safety policies,

procedures, hazard reporting and safe work
practices.
To ensure job flexibility the successful
appointee may be required to:

- perform any other duties as nominated by

the University consistent with the relevant
classification descriptors detailed in the
Enterprise Agreement. Staff undertaking
any new duties will receive training;
- participate in job rotation or multiskilling in

consultation with their supervisor;
- work across campuses

**Type of appointment**
This appointment will be offered on an
ongoing, full-time basis.

**Location**

Gardens Point campus.

Selection Criteria

1. Education, training or relevant experience
equivalent to completion of an associate
diploma with at least two (2) years’
subsequent relevant experience or an
equivalent combination of relevant
experience and/or education training.

2. High level interpersonal skills with the
ability to provide confidential executive
support with proven ability to collaborate
and communicate with a wide range of

internal and external stakeholders in a
professional manner.

3. Demonstrated digital literacy skills
including ability to effectively work with
Microsoft suite of products as well as
corporate systems and other information
sources to extract and interpret data.

4. Demonstrated ability to use initiative to
solve problems, manage priorities to meet
deadlines, and work productively within a
team to support a wide range of
stakeholders internally, nationally and
internationally.

5. Demonstrated high level written
communication skills including the ability to
draft memoranda, meeting agendas and
minutes, correspondence, submissions
and attention to detail.

6. High level ability to manage time and tasks
effectively including prioritising work,
meeting deadlines and balancing
competing demands as well as the ability
to embrace change and respond to
unexpected challenges at short notice.

7. Demonstrated ability to work effectively in
a team environment with limited
supervision.

**Remuneration and Benefits**

The classification for this position is Higher
Education Worker Level 5 (HEW5) which has
an annual remuneration range of $83,609 to
$94,271 pa. Which is inclusive of an annual
salary range of $70,650 to $79,660 pa, 17%
superannuation, and leave loading.

Beyond personal and professional fulfilment, a
career at QUT brings a broad range of tangible
benefits. With competitive remuneration
including superannuation, the University offers
real and generous benefits.

QUT is a high quality and flexible organisat