Executive Assistant to the Chief People Officer

Executive Assistant to the Chief People Officer

Job no: 0063883

Location: Parkville

Role type: Full-time; Continuing

Department: Office of the Provost

Salary: UOM 6 – $96,459 – $104,413 p.a. plus 17% super

Provide high-level of executive and administrative support.

Opportunity to work closely with senior leadership, gaining valuable insights into executive decision-making.

Competitive salary and benefits package.

About the Role

We are seeking an experienced Executive Assistant to provide exceptional executive and administrative support to the Chief People Officer (CPO) and Portfolio Manager within the CPO office. In this pivotal role, you will manage calendars, coordinate meetings, arrange travel, oversee financial processes, and draft key documents and communications. You will also engage with senior stakeholders across the broader CPO leadership team to help deliver on the strategic priorities of the CPO and the People team.

Your responsibilities will include:

• Provide high level administrative support to ensure the efficient running of the day-to-day activities for the CPO and the Portfolio Manager in the CPO office.
• Work closely with the Portfolio Manager to coordinate project updates, delivery and reporting to the University.
• Develop, document and maintain procedures and protocols for effectively managing the CPO’s email mailbox.
• Draft email correspondence and communications bulletins on behalf of the CPO.
• Expert calendar management, using initiative to resolve any conflicts and exercising judgment on priorities and ensuring priorities are always met and proactively considering and managing forward planning of critical events.

Who we are looking for

You are a seasoned Executive Assistant or Officer with a proven ability to support multiple senior leaders, known for your skill in managing priorities, organising tasks, and handling emails and communications with efficiency. Exceptional written and verbal communication skills are essential to ensure all correspondence is handled efficiently, with meticulous attention to detail and accuracy.

Ideally, you will have experience in a large, complex organisation and possess a solid understanding of governance. You should be comfortable working in a fast-paced environment, demonstrating resilience, confidentiality, and professionalism in high-pressure situations.

You will also have:

• Substantial experience in delivering a full range of high-level administrative and executive support to senior executives.
• Demonstrated high level of self-motivation and flexibility with ability to anticipate needs and respond to changing priorities and work both independently and as a member of a team and use initiative to resolve issues.
• Experience in the establishment and maintenance of complex administrative systems and procedures.
• Comprehensive knowledge of Microsoft Suite, Zoom, and other software applications.
• Experience in processing company’s credit card, issuing and managing invoices.

For further information regarding responsibilities and requirements please refer to the attached PD.

This role requires the successful candidate to undergo and maintain an up-to-date Working with Children Check. This is essential to guarantee a secure environment for all individuals at the University. In the case the selected candidate doesn't have a valid Working with Children Check, they will be able to apply for the WWCC as part of the initial onboarding procedures.

Please note: Visa sponsorship is not available for this position. This role requires current valid work rights for Australia.

Your new team – Office of the Provost and Office of the Chief People Officer

The Office of the Provost supports achievement of the vision and objectives for people and community, learning and teaching, and academic performance contained in our institutional strategy - Advancing Melbourne 2030.

Reporting to the Deputy Vice-Chancellor (People and Community), the CPO leads the University’s strategic agenda for people and culture, building a diverse, inclusive and vibrant community.

As a member of the Provost's Executive Group, the CPO works closely with the Vice-Chancellor, Provost, Chief Operating Officer, and other senior leaders, partnering across the institution to deliver the University's academic mission.

Leading the HR/People function, the CPO and her team support faculties and professional teams to ensure staff thrive.

What we offer you!

In addition, we offer the opportunity to be part of a vibrant community and enjoy a range of benefits including generous leave provisions, salary packaging, health and well-being services, and discounts on graduate courses. For more information check out our benefits page!

The University of Melbourne

We’re tightly connected with the community, both at home and abroad. We take pride in our people, who all contribute to our mission to benefit society through the transformative impact of education and research. Discover more via our website and stay connected with our stories and people on LinkedIn.

Be yourself

The University of Melbourne values the unique backgrounds, experiences, and contributions that each person brings to our community and welcomes and celebrates diversity. First Nations people, those identifying as LGBTQIA+, parents, carers, people of all ages, abilities, and genders, and people of diverse ethnicity, nationality, and faith are encouraged to apply. Our aim is to create a workforce that reflects the diversity of the community in which we live. For more information please visit our Diversity and Inclusion page.

We are dedicated to ensuring barrier free and inclusive practices to recruit the most talented candidates. If you require reasonable adjustments, please contact the employee listed on the first page of the Position Description found below, with an email containing your name and contact details for a confidential discussion. Please ensure your email is titled "Reasonable Adjustments Request".

Aboriginal and Torres Strait Islander Applicants

We aspire to be the University of choice for Indigenous Australians, with unprecedented investment to attract, nurture, and retain Aboriginal and Torres Strait Islander students and staff. Tangible support through a range of programs and initiatives will ensure that you personally succeed and flourish while at the University of Melbourne.

For further information, including our 2023-2027 Indigenous strategy please visit -https://about.unimelb.edu.au/reconciliation/murmuk-djerring

Join Us!

If you feel this role is right for you, please apply with the following documents:

• Resume
• Cover Letter outlining your interest and experience

Please note that you are not required to respond to the selection criteria in the Position Description.

Please ensure that you apply through the Apply Now button at the bottom of this advertisement. However, if you have any questions regarding the recruitment process, please feel free to contact Ivanka Yan via email at hr-careers@unimelb.edu.au, ensuring that you include the Position Number and the Job Title as the subject. Please do not share your application to this email address.

If you have any particular questions regarding the job please follow the contact details listed on the Position Description.

Please note that in the event of sourcing a suitable candidate, the closing date for applications may be brought forward, and the job vacancy may be closed. Therefore, we encourage interested individuals to submit their applications promptly.

Position Description

Advertised: 20 Sep 2024 12:05 AM AUS Eastern Standard Time

Applications close: 29 Sep 2024 11:55 PM AUS Eastern Standard Time

Apply now