Overview
Executive Assistant role at UNSW. The Office of the Chief Information Officer (CIO) supports the student experience and UNSW's Technology Strategy. The Executive Assistant provides high level executive administrative and project management support to the CIO on a broad range of strategic and operational matters, develops relationships with senior stakeholders across the university, and works closely with the CIO Admin team to drive key milestones and deliverables. The role reports to the Executive Officer and has no direct reports.
Location: UNSW Kensington Campus (Hybrid Working Opportunities, 3 days in the office).
Accountabilities / Responsibilities
* Provide superior executive and administrative support to the Chief Information Officer (CIO).
* Manage complex diary management, prioritise appointments, meetings, correspondence, and deadlines; ensure appropriate preparation time and accurate record keeping.
* Review, source and prepare background information; draft correspondence, briefing notes, minutes, reports, and presentations; evaluate documents as required.
* Provide discretionary, confidential executive support and coordinate workflows across projects to ensure timely actions and outcomes.
* Coordinate allocated portfolio projects/initiatives in line with the IT Strategy; engage with internal and external stakeholders; prepare materials for briefings, reports and executive decisions; monitor progress to ensure closure of actions.
* Collaborate with OCIO and HR Business Partners on workforce information, onboarding, leave management, scheduling review meetings, and HR processes.
* Coordinate key Committee and Steerco meetings chaired by the CIO; organise technology requirements for virtual staff engagement sessions.
* Interpret and advise on university policy and governance frameworks to meet internal process obligations.
* Develop and oversee administrative practices, systems and procedures to optimise efficiency; coordinate events (planning days, team building, Town Halls) as required.
* Maintain networks and professional relationships with key stakeholders; manage interactions with discretion and confidentiality.
* Manage relevant financial activities and approvals for the CIO, including approvals, expenses, credit card transactions and invoice payments in line with UNSW procedures.
* Arrange travel including itineraries, flights, accommodation, registrations and allowances as required.
* Support People and Culture activities and promote an inclusive, positive workplace through IT initiatives and events.
* Align with the Code of Conduct and UNSW values; comply with health and safety policies; identify and control health and safety risks within the area of responsibility.
Skills and Experience / Qualifications
* Relevant tertiary qualifications or equivalent experience in a similar role.
* Extensive experience supporting senior executives with high quality operational and management support at executive level.
* Strong organisational skills; ability to prioritise, manage multiple tasks and meet deadlines with high attention to detail.
* Ability to analyse and solve administrative problems; summarize issues and develop solutions for autonomous and team-based work.
* Strong influencing, negotiation and relationship-building skills with diverse stakeholders.
* Commitment to excellent customer service and adaptability in a changing environment.
* Strong written and verbal communication skills; ability to produce professional presentations and reports.
* Project coordination experience and ability to influence and work with senior management and stakeholders.
* Working knowledge of Office 365 (including Teams).
* Ability to work autonomously and as part of a team; understanding of UNSW's aims, policies and values.
* Understanding of health and safety responsibilities and commitment to relevant training.
More Information
Visit https://www.jobs.unsw.edu.au/ for more information. To apply, please submit your CV, Cover Letter, and responses to the Skills and Experience outlined above.
Contact
Jen MacLachlan, email: j.maclachlan@unsw.edu.au
Applications close: Tuesday 16 September at 11:30pm.
Benefits And Culture
* Flexible hybrid working
* Additional 3 days of leave over the Christmas period
* Access to lifelong learning and career development
* Progressive HR practices
* Discounts and entitlements
UNSW is committed to equity, diversity and inclusion. Applications from women, people of diverse backgrounds, people with disabilities, the LGBTIQ+ community, and Aboriginal and Torres Strait Islander people are encouraged. Workplace adjustments and flexible work options are available for eligible staff.
Additional Details
* Seniority level: Mid-Senior level
* Employment type: Full-time
* Job function: Administrative
* Industries: Higher Education and Research Services
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