"Executive Assistant & Events Coordinator"

Overview:

• Full-time, Continuing position
• Salary HEW Level 7 ($103,603 - $112,114) + 17% Superannuation and Flexible Working Arrangements
• Based at the Melbourne CBD campus, and hybrid ways of working

About You

Join us as the Executive Assistant and Events Coordinator and play a pivotal role in supporting the University Secretary and Academic Registrar (USARG). In this position, you’ll provide high-level executive support, streamline operations across the Office, and act as a central point of coordination for leadership activities and stakeholder engagement.

You’ll manage travel arrangements, appointments and meetings, organise events, and ensure effective and timely responses to stakeholder enquiries including those from students, staff and visitors.

Working closely with the Manager Operations, USARG you’ll provide support with operational functions, provide coordination for large scale internal and external USARG events including all University graduations and USARG internal and external communication on behalf of the University Secretary and Academic Registrar.

In addition, you’ll oversee all selected Committee and secretariat requirements on behalf of the University Secretary and Academic Registrar, including the preparation of papers, reports and submissions. This is a rewarding role for someone who thrives in a fast-paced environment, enjoys building strong relationships, and takes pride in delivering exceptional experiences for students, staff and visitors.

To be successful in this position, you’ll have:

• Demonstrated experience in providing high-level executive and administrative support to an executive or equivalent in a university environment or similar large and complex organisation.
• Proven experience in event coordination and support, with the ability to plan, organise and provide onsite assistance to ensure smooth event operations.
• Excellent interpersonal skills including confidence to interact and negotiate with a wide range of internal and external stakeholders such as executives, professional staff, senior academics and members of the business community and government.
• Excellent written and verbal communication skills with the ability to act diplomatically, discreetly, courteously and with tact, as well as employ sensitivity and ensure confidentiality of matters.
• Proven capacity to work efficiently and flexibly, both independently and as a member of a team to provide high quality services in a customer focussed environment.
• Significant proven ability to exercise initiative, judgment and problem solve independently, taking responsibility for end-to-end completion of tasks within a fast-paced and complex environment.
• Demonstrated ability to complete tasks to a high standard within tight deadlines and to manage competing priorities.
• Demonstrated high-level computer literacy including with Microsoft Office 365 applications such as: Word, Excel, PowerPoint, Teams, Outlook, as well as Adobe Acrobat, electronic document and record management systems and internet tools.

Please Note: Appointment to this position is subject to passing a Working with Children and National Police Check.

About the Office of the Vice-Chancellor (OVC) Portfolio

The Office of the Vice-Chancellor (OVC) Portfolio supports the Vice-Chancellor and President in all aspects of their work, and provides specialist strategic advice on, and has oversight of, enterprise governance, compliance, policy, regulatory, and student lifecycle functions, activities and services.

The OVC Portfolio comprises two groups: the Executive Office, and the University Secretariat and Academic Registrar’s Group.

The Executive Office provides strategic, executive, and advisory support to the Vice-Chancellor, and facilitates their engagement with a diverse range of stakeholders including the university community, industry, external partners, as well as the executive and other stakeholders. The Executive Office sets and advises on the "rhythm of the business" to support the flow of ideas and actions across the University, and oversees executive operations including provision of advice and secretariat support for the University Executive Committee. The Executive Office also supports the Vice-Chancellor’s strategic work program to ensure longitudinal alignment with RMIT’s Mission, Vision, Strategy, and Values.

The University Secretariat and Academic Registrar's Group (USARG) is responsible for a range of governance, compliance, regulatory, and student lifecycle activities from enrolment though to graduation. The USARG operating environment is highly complex in view of more than 99,000 student enrolments across the University in both vocational and higher education programs at campuses in Melbourne, Europe and Vietnam, as well as at several offshore locations in conjunction with educational and industry partners. The USARG has a staff establishment of around 145 EFT across Australia and Vietnam, and an operating budget in excess of $20 million.

Core University services provided by the USARG include: Academic Governance and Systems: government reporting, systems operations, academic and admissions governance; invigilated assessment (accreditation compliance); Enrolment and Student Records: student financials governance, student records, enrolment compliance and records, student visa and identity compliance, and global student records; Completions and Graduations: program completions and graduation ceremonies; University Secretariat: Council Committees and controlled entities; Education Regulation, Compliance and Assurance: regulatory compliance and assurance; Office of the University Secretary and Academic Registrar: complex and high risk student matters, external review and stakeholder requests, privacy and freedom of information, compliance, central policy, and contract services.

https://www.rmit.edu.au/about/governance-management/rmit-structure/ovc

To Apply

Please submit your CV and covering letter addressing your suitability for this position by clicking on the ‘Apply’ link at the top of this page.

For further information about this position, please see the Position Description hyperlinked below or contact Emily Kaye (Senior Talent Acquisition Advisor) via email emily.kaye@rmit.edu.au

Position Description - Executive Assistant and Events Coordinator

#LI-Hybrid

Applications Close:

4 Mar 2026 11.59 pm