EOI Executive Officer to the CEO and DCEOs
Position Number: 26389
Position Classification: Administration Officer AO7BI ($121,888 - $131,088)
Location: Batchelor & Charles Darwin University, Casuarina
Reporting to: Chief Executive Officer and Deputy Chief Executive Officers
Tenure: Fixed Term Full Time (Maternity Cover)
Applications close: Sunday 14 December 2025
Licences: Applicants must have an Ochre Card and a current Police Check and/or the ability to obtain these prior to commencement.
Required Qualifications: Relevant tertiary qualification and/or certificate or diploma in business administration or previous executive/administration experience. Original certified copies must be supplied.
Purpose of the Position: The primary objective of this role is to provide high level executive, secretariat, and administration support to the Chief Executive Officer and Deputy Chief Executive Officers on a daily basis. This includes diary management, preparation of reports, coordinating travel and accommodation arrangements, developing administrative systems, and assisting with administrative tasks on key projects. The incumbent will also supervise the Administration Officer (AO5) and delegate tasks.
Duties
* Provide high level secretarial and administrative support including processing all correspondence, maintaining records, initiating follow‑up action to ensure deadlines are met, filing, handling telephone inquiries and visitors, scheduling appointments and meetings, and compiling and distributing meeting papers.
* Manage the executives’ schedule, including diary management, travel bookings, accommodation, and coordinating functions and hospitality.
* Oversee and reconcile the executives’ expenses such as credit card transactions, goods and services requests, subscriptions, and external funding.
* Draft responses, prepare reports, memorandums, minutes, presentations, and meeting papers as requested.
* Build strong relationships with internal and external stakeholders.
* Research and follow up on issues/communications as requested.
* Carry out projects, research issues and provide other assistance as required.
* Oversee and lead the team of administration officers that support the executive team.
* Coordinate functions/hospitality as requested.
* Perform other reasonable tasks and duties as directed by the line manager.
Selection Criteria
* Relevant tertiary qualification and/or certificate or diploma in business administration or previous executive/administration experience.
* Proven ability to work to deadlines whilst maintaining a sense of urgency and attention to detail.
* Demonstrated ability to work effectively in culturally diverse teams within the social, political, and cultural environments of Aboriginal and Torres Strait Islander families, communities, and organisations.
* High level of integrity and discretion in handling confidential information.
* Proven ability to manage multiple projects concurrently.
* Strong analytical skills and ability to work independently and collaboratively.
* Proven effective administrative and secretarial skills at the executive level, including attention to detail and discretion.
* Highly effective interpersonal skills, both written and oral, adaptable to meet the needs of people from all educational levels.
* Demonstrated initiative and managing workload priorities.
* Understanding of Work Health and Safety principles and practices, and ability to comply with Institute WHS policies and procedures.
How to apply: Submit your application to recruitment@batchelor.edu.au. All applications must include a completed application lodgement form, individual responses to each selection criterion, and a current CV/resume. Original certified copies of qualifications must be supplied.
We encourage all Indigenous Australian applicants to apply for Batchelor Institute vacancies.
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