We are seeking a highly skilled and engaging Executive Assistant to support the Deputy Vice-Chancellor, Academic and other senior portfolio leaders. To succeed in this position you should be organised, providing high quality support, managing competing priorities for a busy diaries, building relationships and networks within the University and across different disciplines, the public sector and private industry, and undertaking projects that grow the expertise of the office and portfolio.
The Executive Assistant, working closely with the Executive Officer and key members of the portfolio, will lead on managing the diary, inbox and commitments of the Deputy Vice-Chancellor, including providing HR, financial, and administrative support, ensuring papers and briefs are tasked and received in a timely fashion, and deadlines are met. Under broad direction, the Executive Assistant will: 1. Act as the first point of contact for enquiries, managing the flow of incoming and outgoing written correspondence and phone calls, providing advice on a range of policies and procedures and ensuring compliance with University policies and procedures for the matters processed through the office, investigating and resolving issues, when needed. 2. Provide high quality executive assistance including, but not limited to: • Diary management, coordinating appointments and proactively resolving conflicting demands and commitments. • International and domestic travel coordination, providing assistance on the online Travel Approval process and ensuring flight and accommodation booking in accordance with University policies and local area protocols. • Coordinating purchase card reconciliations, reimbursements of expenses and other financial processes as required, including monitoring the Office budget. • Coordinating various projects, including planning and prioritising tasks and liaising with stakeholders to ensure timely project delivery. • Undertaking background research, collating, analysing and presenting data to inform executive briefs and discussion papers on key issues. 3. Provide high-level secretarial support to senior members of staff, including producing agendas, collating, reviewing and circulating relevant documents, minute-taking and the distribution of minutes and follow-up on action items to ensure resolution within the agreed timeframes. 4. Manage events, including booking venues and equipment, liaising with external providers and contract management, arranging catering, liaising with participants and coordinating travel, accommodation and immigration aspects, as required. 5. Liaise and develop networks with administrative and executive support staff within the area, the University and external stakeholders as appropriate. 6. Comply with all ANU policies and procedures, and in particular those relating to work health and safety and equal opportunity. 7. Perform other duties as requested, consistent with the classification level of the position and in line with the principle of multi-skilling.
SELECTION CRITERIA 1. Degree in a relevant field with demonstrated relevant experience in an executive support role in a complex environment or an equivalent combination of relevant experience and education/ training. Experience in an education environment will be highly regarded. 2. Demonstrated high level customer service and communication skills with experience producing business correspondence, reports and meeting papers and an ability to liaise effectively with stakeholders in a culturally diverse environment, dealing efficiently and tactfully with sensitive and confidential matters. 3. Proven organisational skills and ability to prioritise own workload and to use sound judgement, managing competing demands and delivering high quality outcomes. Project management and/ or coordination experience is required. 4. Excellent interpersonal and communication skills, both written and oral, including the ability to consult, negotiate and liaise effectively with a diverse range of people. 5. Highly developed computer skills and proficiency using the MsOffice suite, with advanced skills in Excel and Word. 6. A demonstrated understanding of equal opportunity principles and policies and a commitment to their application in a University context. ANU Officer Levels 6 and 7 are broadbanded in this stream. It is expected that at the higher levels within the broadband occupants, through experience, will have developed skills and expertise enabling them to more independently perform the full range of duties at a higher level, and that more time will be spent on the more complex functions of the position.
Classification: ANU Officer Level 6/7 (Administration) Salary package: $80,756 - $92,957 plus 17% superannuation Employment term: Full time, Continuing - Professional and collaborative work environment - Excellent remuneration and benefits packages - 17% Superannuation Contributions - Annual Leave Loading - Salary sacrificing options for cars, parking, technology, childcare and more
Canberra, ACT Application information In order to apply for this role please make sure that you upload the following documents: - A one page statement addressing the selection criteria. - A current curriculum vitae (CV) which includes the names and contact details of at least three referees (preferably including a current or previous supervisor). If your CV does not include referees you can complete these online when prompted in the application form. - Other documents, if required. Applications which do not address the selection criteria may not be considered for the position. Please note: The successful applicant must have rights to live and work in this country. The successful candidate will be required to undergo a background check during the recruitment process. An offer of employment is conditional on satisfactory results For more information please contact the Executive Officer on [email protected] Applications close: 12 Apr 2021 11:55:00 PM AUS Eastern Standard Time