- Seeking an experienced Executive Assistant to support the Vice-Chancellor
- Ongoing / full-time position at our vibrant Hawthorn campus
- Attractive Salary | 17% super | flexible/ hybrid options available
About the Role
Are you a proactive, highly organised professional who thrives in a fast-paced executive environment? Swinburne University of Technology is seeking an exceptional Executive Assistant to support our Vice-Chancellor and play a key role in the Office of the Vice-Chancellor.
Reporting directly to the Chief of Staff, you will be the trusted right hand to the Vice-Chancellor, providing seamless, confidential and high-level executive support. Your day-to-day will be dynamic and impactful: from expertly managing complex diaries and travel arrangements to coordinating key meetings, preparing briefing papers and supporting high-profile university events.
This role goes beyond traditional admin, your sound judgement, initiative and discretion will see you interacting regularly with senior leaders and shaping the rhythm of our university’s top office.
What You’ll Do
- Provide strategic and hands-on executive support to the Vice-Chancellor
- Manage a busy and complex schedule, ensuring priorities are met with ease
- Prepare high-quality documentation and meeting materials
- Coordinate travel and events with precision and professionalism
- Engage with stakeholders across all levels of the University
- Collaborate with and support the broader Office of the Vice-Chancellor
We’re looking for someone who is confident, discreet, and thrives in a role where no two days are the same. You’re a natural organiser, a great communicator, and you understand the importance of diplomacy and confidentiality in an executive setting.
At Swinburne, we celebrate people and ideas. We’re an innovative, forward-thinking university where your contribution will be valued and visible. You’ll work closely with executive leaders and be part of a collaborative, inclusive and ambitious team shaping the future of education and research.
About You
To be suitable for this role you will need to have extensive experience and demonstrated ability in a medium to large-sized organisation, in the key accountabilities below:
- Demonstrated experience in providing high-level executive support for a CEO or equivalent level including the ability to deal with information of a sensitive and confidential nature.
- Excellent organisational and time management skills and the ability to effectively deal with conflicting priorities under limited direction.
- Demonstrated ability to exercise judgment, confidentiality and maturity in coordinating the administrative functions of a senior executive’s office.
- Excellent analytical and problem-solving skills, with the ability to pro-actively resolve issues.
- High-level interpersonal, written and verbal communication and relationship management skills, including across cultures.
Qualifications
A degree with subsequent relevant experience; or extensive experience and or an equivalent combination of relevant experience and/or education/training.
About Swinburne University of Technology
Swinburne’s strategy draws upon our understanding of future challenges. We choose to build Swinburne as the prototype of a new and different university – one that is truly of Technology, of Innovation and of Entrepreneurship. We are committed to a differentiated university proposition in education and research.
To Apply
Please submit your CV and cover letter addressing your suitability for this position.
To review the Position Description and to apply, please scroll down to the bottom of the page.
If you are viewing this advert from an external site, please click ‘apply’ and you will be redirected to Swinburne’s Jobs website to access the Position Description at the bottom of the page.
Please Note: Appointment to this position is subject to passing a Working with Children Check.
If you are experiencing technical difficulties with your application, please contact the Swinburne Talent Acquisition Team on [email protected].
Applications Close: Monday 28th July 2025 at 5pm.
Swinburne offers flexible working options contained in our leave and parenting/carer policies to support work-life balance.
Diversity, Equity and Inclusion
Swinburne has become a world-class university, driving social and economic impacts through science, technology, and innovation. As a dual-sector university, our vision is for people and technology to work together to build a better world.
Central to our vision is our commitment to diversity, equity, and inclusion. We pride ourselves on being an equal opportunity employer focused on attracting, retaining, and developing great talent. We work to remove barriers related to gender identity, culture, ethnicity, sexual orientation, disability, and age.
We strongly encourage applicants from diverse Aboriginal and Torres Strait Islander communities. Our Moondani Toombadool Centre leads our Indigenous education and culture at Swinburne, guided by community wisdom and leadership.
We support applicants with disabilities. Adjustments can be requested at any time during the recruitment process. For Reasonable Adjustment requests, including accessible formats for the PD, application form or any other document, please contact at [email protected] or call +61 3 9214 3550.
Please note the above number and DCR email address are for disability or reasonable adjustments queries only. General enquires about the role can be sent to [email protected] (general enquires will not be answered by phone).
Victoria’s Commitment to Action: Improving international student employment outcomes
As a signatory to Victoria’s Commitment to Action, Swinburne seeks to remove barriers to international graduate employment. We welcome and encourage applications from international graduates.
As a Circle Back Initiative Employer, we commit to responding to every applicant.
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