Executive Assistant to Chief Operating Officer
OVERALL PURPOSE OF THE POSITION
Provide high-level executive, governance, and operational support to the Chief Operating Oficer (COO) to
ensure efficient, safe, and values aligned operations across the School. The EA acts as a trusted partner,
anticipating needs, coordinating governance cycles, enabling campus operations, protecting confidentiality,
and supporting effective communication with staff, parents, students (as appropriate), School Council,
regulators, and the broader community.
PRIMARY DUTIES & RESPONSIBILITIES
Executive & Office Support
* Manage the COO's diary appointments, records and correspondence, coordinate travel
arrangements and schedule and support meetings to facilitate the effective management of the
Office.
* Prepare, coordinate and review high level communication including presentations, submissions,
briefing notes and correspondence,
* Research, collate and coordinate reports, advice and briefings on policy and operational matters to
support informed decision making and planning.
* Provide comprehensive administrative and support services directly to the COO and ensure the
effective and efficient organisation of their office.
* Demonstrate initiative in meeting the COO's expectations and ensure an efficient and coordinated
working environment.
* Process expenses and basic contract administration as required
Governance, Risk & Compliance Support
* Coordinate Council/Committee submissions with version control and on-time delivery.
* Track actions/decisions; liaise with accountable owners; maintain registers (risk, incidents, policies,
delegations).
* Support evidence collation for audits, Child Safe Standards, WHS, emergency management,
excursions/camps risk assessments, and contractor compliance.
* Ensure record-keeping meets privacy, records management, and school policy requirements.
Stakeholder & Community Engagement
* Professionally manage phone calls, visitors, and high‑volume enquiries; and triage requests from
staff, parents, suppliers, and community partners.
* Performing 'front of office' support functions, including meeting room set up and greeting visitors.
* Coordinate COO communications, including staff memos, parent updates, intranet posts, and
operational notices
* Partner with Communications & Advancement to ensure brand, tone, and child-safety considerations
are met.
People & Culture
Operations & Project Coordination
* Support campus initiatives (capital works, maintenance programs, ICT rollouts, sustainability
projects) with schedules, risk logs, and stakeholder updates.
* Coordinate cross-functional workflows e.g. Facilities, ICT, Events, Security, cleaning to operational
activities are safe, compliant, and minimally disruptive to learning.
* Identify process improvements (templates, trackers, standard operating procedures) that lift quality
and efficiency.
* Providing secretariat support to meetings, committees and working groups as required.
EXPERIENCE & QUALIFICATIONS
Essential
* 5+ years' experience supporting senior executives (education or complex service environment
preferred).
* Proven success in governance cycles, Board/Council paper coordination, and high-quality executive
communications.
* Advanced MS 365 (Outlook, Word, PowerPoint, Excel, Teams, SharePoint/OneDrive).
* Strong writing/editing, stakeholder management, discretion, and judgement.
* Compliance readiness: Ability to work within Child Safe and WHS frameworks; meticulous record-
keeping.
Desirable
* Experience in independent schools or education sector; familiarity with NESA/Independent Schools
NSW contexts.
* Exposure to campus operations (facilities, capital works, contractor management) and risk
management.
* Relevant qualifications in Business Administration, Education Administration, or equivalent
experience.
ESSENTIAL PERSONAL ATTRIBUTES
* Student-Centred & Values-Aligned: Decisions reflect the school's mission, values, and child-safety
culture.
* Trusted Partner: Handles sensitive information with integrity and confidentiality.
• Proactive & Calm Under Pressure: Anticipates needs, navigates peak term periods, solves
problems early.
* Clear Communicator: Tailors tone to staff/parents/contractors; simplifies complexity.
• Organised & Diligent: Manages multiple priorities with strong follow-through.
• Collaborative: Builds positive relationships across teaching, support, and community groups.
* Ability to support the Christian values and ethos of the School
People & Culture
ACCOUNTABILITY
Child Safety
Barker College has an abiding commitment to the safety, protection and well-being of all children and
young people in our care. All staff members will be held accountable for ensuring adherence to the policies
of the School, in particular those relating to the safeguarding of children.
General
Breaches to a staff member's responsibilities and/or authority will be managed through the School's
Disciplinary Management Procedures. This defined accountability is underpinned by Barker College's
Code of Conduct and the Complaints Procedures.
Work Health and Safety
All staff members will be held accountable for their actions and omissions where it affects their own or
another person's workplace safety.
SPECIAL CONDITIONS
* Prepared to undertake any additional training to complement the position
* Flexible working hours
ORGANISATION CHART RELATIVE TO POSITION
The Manager's Manager: The Head of Barker College
The Immediate Manager: Chief Operating Officer
This position: Executive Assistant
APPROVAL
This position description accurately details the primary duties and responsibilities of the Executive
Assistant to the Chief Operating Officer.
Approved by Chief Operating Officer on 29 January 2026.