"Executive Assistant"

Job no: 500198

Work type: Full time

Location: Launceston

Categories: Administration

Executive Assistant

• Providing high-level executive support to the Hub Director and operational support to the Hub’s senior management team
• Highly organised, possessing a keen eye for detail combined with excellent oral, written and interpersonal communication skills.
• Full time, fixed term role until 30 June 2026, based in Launceston

About the opportunity

The TAS Farm Innovation Hub is part of a national network funded by the Department of Agriculture, Fisheries and Forestry (DAFF) under the Commonwealth's Future Drought Fund (FDF). Managed by the University of Tasmania within the Tasmanian Institute of Agriculture, the Hub focuses on enhancing drought and climate resilience for Tasmanian farmers through research, development, and collaboration. The Hubs represent a new way of organising the key functions of research, development, and extension within the agricultural innovation system in Australia through co-design and co-creation of relevant, evidence-based solutions.

With dual reporting to the Hub Director and Hub Business & Operations Manager, the Executive Assistant will provide high level executive support to the Hub Director and operational support to the Hub’s senior management team, as directed by the Hub’s Business & Operations Manager. The Executive Assistant works within the Hub operations team, ensuring timely, reliable and professional support for processes within the scope of the role.

The Executive Assistant will be a strong team player, reliable, highly organised, possessing a keen eye for detail, excellent oral, written and interpersonal communications skills. They will have a proven track record in high level executive and operational management support with the ability to multitask and handle fluctuating workloads.

What you’ll do:

• Proactive diary management: resolving clashes, managing un-allocated time and supplying timely reminders.
• Booking and organising set up (including technology and catering) of meeting rooms for regular Hub meetings, IAB meetings and ad-hoc meetings.
• Circulating meeting agendas, assisting with follow up of action items and accurate recording of meeting minutes/action items for Team Meetings, Hub Management meetings and IAB meetings.
• Managing and maintaining the Hubs FDF inbox and calendar, Hub ‘Teams’ filing system and other systems as directed.
• All other operational support duties as directed from time to time by the Hub Business & Operations Manager.

What we’re looking for:

• Completion of a degree/diploma in a relevant field with subsequent relevant work experience or an equivalent combination of relevant experience and/or education/training.
• High level organisational skills, including the ability to prioritise tasks, meet multiple deadlines, manage a diverse range of administrative tasks, provide excellent customer service, exercise diplomacy and maintain confidentiality.
• Well-developed verbal and written communication skills, with the proven capacity and confidence to build relationships and effectively communicate and negotiate with a diverse range of stakeholders at all levels and work effectively within a team environment.
• Demonstrated, high level computer skills including excellent word processing skills, and experience in the use of email, online communication tools, spreadsheets and diary management applications.
• Highly proficient in using Office 365 applications (Word, Excel, Power, Publisher), including Teams, Zoom, OneDrive and SharePoint.

Salary details

Appointment to this role will be at HEO 5 and will have a total remuneration package of up to $102,190 comprising base salary within the range of $78,210 to $87,342 plus 17% superannuation.

How to Apply

• To apply online, please provide your CV and 1-2-page cover letter outlining your interest in the role, skills, capabilities and experience. Please ensure your cover letter separately addresses the Role Specific Skills, Knowledge and Experience listed within the Position Description under the subheading “Success Profile”.
• For further information about this position, please contact Tony Vaea, Hub Business & Operations Manager, tony.vaea@utas.edu.au or 0407 143 039.
• Please visit https://www.utas.edu.au/jobs/applying for our guide to applying and details on the recruitment process.
• Please refer to the attached Position Description Below for full details.

 Position Description-500198 -Executive Assistant.pdf

Applications close Wednesday, 28 August 2024, 11.55pm

To be eligible for this position, you are required to have Australian citizenship, permanent residence or a current valid visa that allows you to fulfil the requirements of this role.

Advertised: 08 Aug 2024 Tasmania Standard Time

Applications close: 28 Aug 2024 Tasmania Standard Time