Executive Assistant/Project Officer

Job Description:

• $103866-$110801 (level 6) + 17% Superannuation
• Permanent Full-time (35 hours per week)
• UNSW Kensington Campus (hybrid)

The School of Mathematics and Statistics at UNSW conducts teaching and research across applied mathematics, pure mathematics, and statistics, supported by a large academic and professional staff. It is consistently ranked among the leading programs in Australia and internationally, with research strengths spanning areas such as optimisation, data science, stochastic modelling, algebra, and analysis. The School delivers a broad teaching program for students across multiple disciplines and offers a wide range of undergraduate and postgraduate courses, and is administratively organised into three departments: Applied Mathematics, Pure Mathematics, and Statistics.

About the role

The Executive Assistant/Project Officer provides high-level project management, administrative, and office support to the School of Mathematics and Statistics. Reporting to the School Manager, the role works closely with and directly supports the Head of School to deliver key strategic and operational priorities.

This is a fast-paced and varied role offering the opportunity to work closely with senior leadership while contributing to key strategic initiatives across the School. Key responsibilities include:

• Providing high-level executive support to the Head of School, including diary, email, travel, and meeting coordination
• Leading the delivery of major School projects and initiatives, managing the full project lifecycle from planning to evaluation
• Developing and managing project plans, ensuring delivery within agreed timelines, budget, and scope
• Coordinating project resources and monitoring progress through regular reporting and evaluation
• Liaising with internal and external stakeholders to define priorities and deliver project outcomes
• Identifying and implementing business improvement initiatives to enhance processes and administrative efficiency
• Coordinating School events (e.g. academic retreats, conferences, student symposiums and awards), including logistics, communications, and stakeholder engagement
• Managing office finances, including tracking expenditure and supporting budget oversight
• Preparing high-quality correspondence, reports, presentations, and briefing materials
• Supporting meeting preparation and follow-up actions, and representing the School where required
• Acting as a key point of contact for staff and students on School and UNSW policies and processes

About you

To be successful in this role, you will have:

• Demonstrated experience as an Executive Assistant, ideally within the higher education sector
• Demonstrated experience in project and event coordination
• Excellent written and verbal communication skills, with the ability to engage and influence a wide range of stakeholders
• Strong organisational and time management skills, with the ability to manage competing priorities and work under pressure
• Proven analytical and problem-solving skills, with experience driving process improvements
• Advanced computer skills, particularly in Microsoft Outlook, Word, Excel, and PowerPoint. Knowledge of PowerBI would be highly regarded

Application documents: please upload your resume and a cover letter outlining your motivation for applying and addressing the selection criteria (the “About You” section of this job ad). Please limit your cover letter to maximum 2 pages.

Candidates will need to have valid working rights – this role is not available for sponsorship. For informal queries, please see the below contact details.

Otherwise, please apply online - applications will not be accepted if sent directly to the contact listed.

Contact: Anne de Voronine, Talent Acquisition Associate
E: a.de_voronine@unsw.edu.au

Applications close: 28th April 2026 11.55PM