Executive Assistant to the Deputy Principals
St Hilda’s School | Gold Coast | Queensland
Permanent, Full-Time, Onsite
Commencing: 05 May 2026, or as soon as possible
Our two Deputy Principals lead some of the most dynamic and far-reaching work in our school - from shaping the academic experience of students to driving the people, culture, and strategic initiatives that define who we are as a community. To do this well, they need an exceptional Executive Assistant - someone who not only keeps things running smoothly, but who anticipates, organises, and connects the dots before anyone else realises they need to. If that sounds like you, we warmly invite you to apply.
This is your opportunity to step into a pivotal support role in our school community where your professionalism, discretion, and initiative will be integral to your success.
About You
You are a proactive, people-centred professional who takes genuine satisfaction in supporting leaders to do their best work. You are equally comfortable managing a packed calendar, drafting correspondence, facilitating a complex event, and handling a sensitive matter - all in the same afternoon. You move between tasks with ease and always bring warmth, good judgement, and professionalism to every interaction.
You bring:
* A calm, can-do approach in a fast-paced environment where priorities can shift without notice
* Strong written communication skills and an eye for detail that means nothing gets past you
* The emotional intelligence to read a room, navigate relationships, and exercise discretion with confidence
* A genuine commitment to the school community and a values-alignment with our Anglican ethos
* A collaborative spirit and the initiative to step up, volunteer, and contribute beyond your immediate brief.
About Us
Located on Queensland’s Gold Coast, we are one of Australia’s leading independent Anglican Day and Boarding Schools for girls from Pre-Prep to Year 12. With an enviable reputation of excellence in girls’ education and world class facilities, St Hilda’s School has a long and proud history of outstanding academic achievement, grounded in strong Anglican Christian values.
About the Position
Reporting to the Deputy Principal - Middle and Senior School Operations and the Deputy Principal - Strategic Projects, People and Culture, this role is central to the effective functioning of the Deputy Principals' office and the broader leadership team. You will support two of the school's most senior leaders across a diverse and stimulating range of responsibilities from managing day-to-day administration to coordinating whole-of-school events, governance processes, and special projects.
The scope of this role reflects the diverse portfolios of the Deputy Principals. Key responsibilities include:
Executive and Administrative Support
* Manage the Deputy Principals' calendars, coordinate meetings, and ensure they are well-prepared for all commitments
* Prepare, proofread, and format correspondence, reports, presentations, agendas, and minutes
* Triage incoming communications and respond or redirect as appropriate
* Reconcile credit card expenditure and manage invoicing
* Maintain accurate, version-controlled document management systems
* Provide secretariat and minute-taking support for the School's Child Safe Committee
Events, Programs and Community Engagement
* Coordinate logistics for assemblies, chapels, Speech Night, information evenings, staff days, and other key events
* Provide administrative support for the international exchange program and school trips
* Manage function request forms, room bookings, and school calendar entries
* Collect, collate, and proofread articles for the fortnightly school newsletter
* Act as a welcoming first point of contact for staff, students, parents, and external stakeholders
Governance, Compliance and Projects
* Support the Deputy Principals in meeting compliance obligations, deadlines, and reporting requirements
* Maintain confidential student records including Court Orders and process onto relevant databases
* Assist with the review and update of policies as directed
* Contribute to project coordination for key initiatives led by the Deputy Principals
* Identify and support continuous improvement of administrative systems and processes
Selection Criteria:
Applications will be assessed against the following criteria. Please address each in your application.
1. Executive-Level Administrative Expertise
You have a minimum of three years' experience in an executive assistant or senior administrative role, ideally within a school or complex organisational environment. You are highly proficient in Microsoft Office Suite and comfortable with a range of school management and database software. You bring demonstrated experience in producing polished professional documents, coordinating complex diaries, and managing competing priorities with composure and precision.
2. Organisation, Administration and Technical Proficiency
You have proven experience managing complex calendars, competing priorities, and high-volume administrative workflows with accuracy and efficiency. Your attention to detail is second to none. You are proficient in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint, Forms) and SharePoint, and you adapt quickly to new systems. Experience with school-based platforms such as TASS, Schoolbox, or MailChimp is highly desirable.
3. Communication and Interpersonal Skills
You possess exceptional written and verbal communication skills, with the ability to correspond professionally and confidently on behalf of senior leaders. You are warm and approachable, with a natural ability to build positive relationships across all levels of the school community, staff, students, parents, and external stakeholders alike. You handle sensitive and confidential matters with tact, discretion, and sound judgement.
4. Governance, Compliance and Research Capability
You have experience supporting compliance and governance functions, including mandatory reporting, audits, and policy administration. You can research, collate and synthesise information to produce high-quality summary reports and recommendations. You maintain meticulous records, demonstrate strong version control practices, and ensure all administrative processes meet legislative and regulatory requirements.
5. Values Alignment and Commitment to the School Community
You bring a strong readiness to embrace the rhythms, culture, and priorities of a private school environment. You appreciate the critical importance of child safety, privacy, and safeguarding in an educational context. Above all, you are genuinely committed to the mission and values of our school community and bring a heartfelt alignment with our Anglican ethos.
Why Join St Hilda’s School?
Be part of a passionate values-driven community which embraces collaboration and innovation and supports staff wellbeing and professional growth. We are a community which promotes belonging and connectedness. We offer on-site parking, staff use of the school gym, a comprehensive employee assistance program and professional development opportunities. Enjoy the convenience of an onsite co-located Early Learning Centre at very reasonable rates, providing peace of mind and proximity for staff with young families.
As a prospective member of the St Hilda’s Community, you must be willing to support the Code of Conduct and the stated values and Anglican Ethos of the School.
The successful applicant must hold a current Working with Children Check (Blue Card) or be eligible to obtain one prior to appointment and be willing to have their name submitted to the Anglican Church’s Professional Standards Register.
Application Requirements
Please submit the following:
* A maximum two-page A4 written response addressing the selection criteria
* A full Curriculum Vitae, including contact details for two professional referees
Applications should be submitted by 9.00am Thursday 02 April 2026.
Applications will be reviewed as they are received. St Hilda’s School reserves the right to interview and appoint prior to the closing date. Applicants are encouraged to apply early.
Any questions about the position, or for a copy of the Position Description, please contact Melanie Cowan, People and Culture Manager at ******@sthildas.qld.edu.au or (07) 5532 4***.
*Please do not email applications to Melanie directly.