Administrative Assistant

**Deliver high level support at the heart of University leadership**:

- ** Work for an ambitious institution driving positive change through world-class education and research**:

- ** Dynamic and fast-paced environment, offering diverse exposure**

Are you an experienced administrative professional who thrives in fast-paced, high-stakes environments? Do you bring a polished presence, attention to detail, and an innate ability to anticipate needs before they arise? Join the Office of the Vice-Chancellor and make your mark supporting executive leadership at one of Australia’s leading universities.

**The Role**

This is not your average admin role. As the Administrative Assistant in the Office of the Vice Chancellor, you’ll work closely with the Executive Assistant to the Vice-Chancellor, providing high-level administrative and executive support in a role that requires maturity, professionalism, and discretion.

From being the welcoming face at our executive reception to coordinating complex meetings and managing high-profile correspondence, this role demands strong organisational capability, exceptional stakeholder engagement, and confidence in handling sensitive information.
- Be the first point of contact for prominent visitors to the OVC, providing an outstanding visitor experience.
- Support diary and meeting coordination
- Assist with executive functions and forums,
- Manage communications and divisional support
- Support travel and financial processing
- Support projects and process improvement initiatives

**About you**

This role is best suited to someone with:

- Demonstrated experience in administrative support roles,**ideally within a large or complex organisation.
- A polished and professional communication style, with the ability to confidently engage with senior internal and external stakeholders.
- High attention to detail, a proactive mindset, and a genuine commitment to providing exceptional service.
- Strong IT proficiency (Microsoft 365 essential), and experience with records management systems (such as TRIM) and finance or travel platforms is highly desirable.

This continuing position is full time at a HEW 4 Higher Education Level located at Callaghan Campus.

**About our University**

The University of Newcastle stands as a global leader distinguished by a commitment to equity and excellence. Our vision is to be a world-leading University for our regions and creating a better future for our regions and the globe. Underpinned by this vision and our values of excellence, equity, engagement and sustainability, the University of Newcastle’s _Looking Ahead_ Strategic Plan 2020-2025 outlines the University’s commitment to delivering an exceptional student experience and serving our communities.

For more information click here - Our Uni.

**What we offer**

In addition to working for a university that is breaking boundaries, discovering new ways of thinking and cementing a place as a global leader, we offer a range of benefits to our employees to ensure you balance your commitments, stay healthy and work effectively.

These include:

- The remuneration for this position is pro-rated from $74,491-$ 80972p.a. + superannuation and is commensurate with skills and experience
- Flexible working arrangements (in line with the University’s Flexible Work Policy
- 17% super and salary packaging
- Additional University Holiday days, generous personal leave and parental leave, annual leave loading and additional purchased leave scheme
- Discounts in private health insurance, gym memberships, software, travel and more
- Wellbeing programs

**Your next steps**
- Your resume
- A statement addressing the Essential Criteria listed below demonstrating your qualifications and experience with examples.
- Completion of an associate diploma level qualification with relevant work-related experience; or a certificate level qualification with post-certificate relevant work experience; or an equivalent combination of relevant experience and / or education / training.
- Demonstrated experience in providing exemplary customer service in a high pressure environment with the ability to proactively go over and above to achieve customer satisfaction.
- Excellent verbal communication and interpersonal skills, communicating professionally, effectively and positively with people at all levels and from diverse backgrounds.
- A proven high level of administrative capability including the ability to handle a high volume of broad-ranging and sensitive matters with accuracy and attention to detail ensuring confidentiality at all times.
- Demonstrated organisational skills, including the ability to effectively prioritise and deal with multiple tasks simultaneously and assist with event preparation.
- Demonstrated ability to work independently using initiative and as a member of a team, proactively supporting team members with a ‘can do’ attitude and promoting a positive team environment.
- Knowledge of, and experience in adhering