Executive Assistant - 3 Days Per Week

Client:
Our Client is a highly regarded University located in Melbourne CBD. They are a leading Education provider with a focus on supporting graduates, research development and making contributions to society.
Role:
Our Client is seeking a part time Executive Assistant (3 days per week) to provide a broad range of high quality administrative, secretarial, and executive support services to the Head of School, School Manager and School Committees and ensure a smooth workflow of the office enabling the Head of School to function effectively across a wide range of commitments. The Executive Support Officer will work as part of the core professional team that provides administrative support to the Senior Management team within the School.  
Responsibilities:

• Provide executive and administrative support to the Head of School including diary management, collation of relevant material for meetings, conferences and seminars in addition to the preparation of correspondence in a timely manner.
• Provide executive and administrative support to School committees, such as School Executive, School meetings and management committees. This involves activities such as preparation and distribution of agenda papers, minute taking and tracking of action items.
• Act as the primary contact point for queries in relation to the Head of School and senior management team to a high degree of accuracy.
• Build and maintain strong and effective relationships with internal and external staff to ensure the efficient delivery of administrative services in a diplomatic manner.
• Establish processes and procedures to coordinate the workflow of your areas of responsibility.
• Coordinate and administer several human resource related processes including the school academic Performance Development Review, special studies program applications and the administration of honorary and visitor appointments for the school.
• Assistance with the local processing of University corporate services activities (e.g. finance and employee services including expense processing).
• For the Head of School and senior management team, arrange travel itineraries, conference registrations and administrative assistance, in line with University policies and procedures.

• Completion of a tertiary qualification and relevant experience, or a combination of relevant work experience and/or education/training. 
• Sound time management skills including the ability to work independently and to manage competing responsibilities, while maintaining client focus. 
• Demonstrated ability to interact effectively with stakeholders and clients of all levels, including international visitors. 
• Excellent interpersonal, verbal and written communications skills, including demonstrated skills in preparing correspondence and governance related documentation. 
• Excellent attention to detail and a demonstrated capacity to undertake tasks independently and see them through to completion. 
• A strong commitment, and demonstrated ability to provide quality service to clients, staff and students of the School, including the ability to maintain confidentiality and exercise discretion.
• A flexible attitude in a changing environment. 
• Advanced user of Microsoft Office including a high-level competence in the use of Word, Outlook, Excel and PowerPoint and an ability to quickly learn new software packages.