Senior Executive Assistant

As part of the UQ community, you will have the opportunity to work alongside the brightest minds, who have joined us from all over the world.

Everyone here has a role to play. As a member of our professional staff cohort, you will be actively involved in working towards our vision of a better world. By supporting the academic endeavour across teaching, research, and the student life, you will have the opportunity to contribute to activities that have a lasting impact on our community.

Join a community where excellence is at the core of our culture, contributions are valued and a range of benefits and rewards are available, such as:

• 26 weeks paid parental leave or 14 weeks paid primary caregiver leave

• 17% superannuation contributions

• 17.5% annual leave loading

• Access to flexible working arrangements

• Health and wellness discounts – fitness passport access, free yearly flu vaccinations, discounted health insurance, and access to our Employee Assistance Program for staff and their immediate family

• On campus childcare options

• Cheap parking (from just $5.75 a day)

• Salary packaging options

The primary purpose of the position is to provide a high level of administrative, and executive support and assistance to the Institute Director, Sustainable Minerals Institute.

The responsibilities required to fulfil the role include, but are not limited to:

Executive Support

• Managing the electronic diary including monitoring and arranging the schedule of the relevant individual/s, such as meetings and coordinating travel arrangements

• Maintaining administration systems and processes to manage and prioritise the day-to-day flow of business for the office

• Coordinating portfolio-relevant projects on an as-required basis

• Undertaking background research and data analysis for the relevant senior or executive level staff member/s and drafting correspondence and documents, which includes handling of confidential materials

• Maintaining an ongoing knowledge and understanding of SMI’s operational plan, understanding of key University staff, issues and projects

• Ensuring compliance with University policies and procedures for documentation, correspondence and matters processed through the office

• Organising functions, workshops, and events for the portfolio

• Coordinating committee/meeting/engagement activities, including scheduling, drafting relevant documentation, taking minutes and liaising with key stakeholders and attendees  

• Liaising with and responding to a wide range of enquiries from staff and students at all levels across the University, representatives from government, industry and the professions and members of the wider community, initiating further action and follow up as necessary

• Organising relevant financials (i.e., manage the reimbursements and other expenses in line with University financial policy and procedures)

• Managing financial delegations, preparing budgets, and reconciling accounts as required on behalf of the relevant executive/s.

The University of Queensland's Sustainable Minerals Institute (SMI) is a world-leading research institute integrating the expertise of technical, environmental and social specialists to deliver responsible resource development across the life of mine. We are dedicated to finding knowledge-based solutions to the sustainability challenges of the global minerals industry, and training the next generation of industry leaders.

SMI is home to eight research centres and a Centre of Excellence based in Chile. We have a strong track record in developing world leading solutions in exploration, mining, mineral processing, workplace health and safety, mine rehabilitation, social responsibility, water and energy.

At SMI, we are truly independent, objective and rigorous and our researchers have experience working across the research, government and industry sectors. We offer professional development training to many of our partners and can tailor courses to suit industry trends or company needs. We offer supervision to PhD students and are proud that our alumni are now in senior roles in resource companies and government organisations around the world.

SMI comprises nine major research Centres:

• WH Bryan Mining and Geology Research Centre

• Julius Kruttschnitt Mineral Research Centre

• Centre for Social Responsibility in Mining

• Minerals Industry Safety and Health Centre

• Centre for Mined Land Rehabilitation

• Centre for Water in the Minerals Industry

• Global Centre for Mineral Security

• Leading for High Reliability Centre

• International Centre of Excellence in Chile

Information about the Institute may be accessed on the Institute's web site at http://www.uq.edu.au/smi.

This is a full-time (100%), fixed-term position for up to 12 months.

At HEW level 6, the full-time equivalent base salary will be in the range $88,099.39 - $94,512.08, plus a generous super allowance of up to 17%. The total FTE package will be up to $103,076.28 - $110,579.13 annually.  As these roles are covered by an Enterprise Agreement, you will also receive regular remuneration increases in line with the Enterprise Agreement.

We are seeking a motivated, organised and highly experienced Senior Executive Assistant to provide an exceptional level of executive assistance and administrative support to the Institute Director, Sustainable Minerals Institute. Candidates require superior interpersonal, communication and senior stakeholder engagement skills as well as the ability to prioritise their own workload and work independently to meet deadlines.

• A degree with subsequent relevant experience; or extensive experience and specialist expertise or broad knowledge in administration, business or executive support; or an equivalent combination of relevant experience and/or education/training.

• Excellent interpersonal and verbal/written communication skills, including the ability to communicate effectively with people from diverse backgrounds and of varying social status.

• Level of sensitivity when dealing with confidential matters.

• Excellent stakeholder management, such as the ability to effectively handle, escalate and follow up with stakeholders.

• Sound problem solving skills and judgment in resolving or redirecting issues.

• Broad understanding of administration procedures, organisational structures and functions of the University of Queensland.

Desirable

• Demonstrated experience in a senior Executive Assistant role in a large and/or complex organisational context

In addition, the following mandatory requirements apply:

• Work Rights: You must have unrestricted work rights in Australia for the duration of this appointment to apply. Visa sponsorship is not available for this appointment. 

• Background Checks: All final applicants for this position may be asked to consent to a criminal record check. Please note that people with criminal records are not automatically barred from applying for this position. Each application will be considered on its merits. 

For more information about this opportunity, please contact Melissa Glendenning, Director - Institute Operations *************@uq.edu.au. For application queries, please contact ******@uq.edu.au stating the job reference number (below) in the subject line. 
 

All applicants must upload the following documents in order for your application to be considered:

• Cover letter addressing the ‘About You’ section  

• Resume 

At UQ we know that our greatest strengths come from our diverse mix of colleagues, this is reflected in our ongoing commitment to creating an environment focused on equity, diversity and inclusion.  We ensure that we are always attracting, retaining and promoting colleagues who are representative of the diversity in the broader community, whether that be gender identity, LGBTQIA+, cultural and/or linguistic, Aboriginal and/or Torres Strait Islander peoples, people with a disability, or age. Accessibility requirements and/or adjustments can be directed to ******@uq.edu.au.

If you are a current employee (including casual staff and HDR scholars) or hold an unpaid/affiliate appointment, please login to your staff Workday account and visit the internal careers board to apply for this opportunity. Please do NOT apply via the external job board.

Applications close Sunday 30 June at 11.00pm AEST (Job Reference Number - R-40184). Please note that interviews have been tentatively scheduled for Friday 5 July.