"Executive Assistant to the Head of School and School Manager"

Job Description:

• The School of Mathematics and Physics
• Full-time, permanent position
• Base salary will be in the range $83,776 - $93,121 + 17% Superannuation (HEW Level 5)
• Based at our St Lucia location

About This Opportunity

Join a collaborative and welcoming School community where your work directly supports teaching, research, and student success. As the Executive Assistant to the Head of School and School Manager, you’ll be a trusted partner to the leadership team and play a central role in the smooth, day‑to‑day operations of the School of Mathematics and Physics.

This is a dynamic, fast‑paced role suited to someone who is organised, proactive, and confident managing a high volume of administrative activity. You’ll work closely with senior leaders, staff, and students, contributing to a positive and professional experience across the School.

In this role, you will:

• Ensure the smooth running of the Head of School’s day-to-day work schedule.
• Ensure the Head of School is briefed on relevant issues and background information in preparation for meetings.
• Oversee the flow of information and administrative processes between the Head of School’s office and other areas.
• Manage complex diaries, meetings, travel and correspondence for senior leaders in the School, principally the Head of School and School Manager.
• Coordinate and support School committees, events, and staff‑related processes.
• Prepare high‑quality documents, briefings and communications, handling enquiries with professionalism and discretion.
• Support the Head of School’s teaching and research activities.
• Provide reliable financial administration, including corporate card and other reconciliations and purchasing.
• Any other duties commensurate with the position as reasonably directed by the Head of School or School Manager.

No two days are the same. You’ll be trusted to take initiative, manage competing priorities, and build strong working relationships across the School. This role is ideal for someone who enjoys being “on their feet,” thrives in a busy environment, and brings a calm, solutions‑focused approach to their work.

The team is small and highly collaborative, and due to the nature of the work, the role is primarily on‑campus.

About You

• Completion of a relevant degree and/or substantial administrative and secretarial, executive or personal assistant experience at a large organisation or an equivalent combination of relevant experience and/or education/training.
• Excellent interpersonal skills, including the ability to communicate effectively and respectfully with diverse groups within, and external to, the School and University.
• High level of organisational skills, including the ability to prioritise competing work demands and meet deadlines, while maintaining accuracy and attention to detail.
• Ability to work independently, use initiative, and demonstrate problem solving strategies while working in a team environment.
• Excellent written communication skills with experience in preparing documents with a high level of accuracy.
• Experience managing diaries, correspondence and stakeholder interactions in a complex environment.
• Analytical skills sufficient to assess problems and propose appropriate solutions.

The successful candidate may be required to complete a number of pre-employment checks, including right to work in Australia.

You must maintain unrestricted work rights in Australia for the duration of this appointment to apply. Employer sponsored work rights are not available for this appointment.

Want to Apply?

We welcome applications from all individuals and are committed to an inclusive and accessible recruitment process. To be considered, please ensure you upload:

• Resume
• A cover letter summarising how your background aligns with the 'About You' section

Applications close Thursday 19th March 2026 at 11.00pm AEST (R-62232).