Jobs and Careers

Executive Assistant

• Based in Hobart
• Full time, fixed-term position until February 2026

About the opportunity

Make a significant impact by supporting the leadership team in the School of Natural Sciences. We are seeking a dedicated Executive Assistant to enhance the effectiveness of our Dean through comprehensive, high-quality administrative support. In this role, you will ensure the Dean is fully supported with a wide range of administrative tasks, provide assistance to other key members of the School Leadership team as needed, and collaborate effectively with the broader School and College Services administration team. Become a vital part of our dynamic team and contribute to the success of our School.

What you’ll do:

• Effectively triage all incoming communications to ensure appropriate redirection/delegation.
• Schedule and coordinate the Dean’s activities and meetings with internal and external stakeholders, including diary management.
• Provide administrative support for committees chaired by the Dean, including scheduling, agenda preparation, minute taking, and follow-up.
• Support various School office activities such as approvals, promotions, adjunct and emeritus appointments, and weekly newsletters.
• Coordinate travel and event attendance.
• Manage corporate credit card reconciliation and expense reimbursement applications, including invoice management.
• Provide administrative support to other key School Leadership team members as needed.

What we’re looking for:

• Completion of a diploma qualification or an equivalent combination of relevant experience and/or education/training.
• Ability to perform tasks with a high degree of accuracy, with particular emphasis on attention to detail.
• Effective written and verbal communication and interpersonal skills, with the ability to maintain confidentiality and respond discreetly and effectively to the needs of all stakeholders.
• Strong organisational skills, including the ability to use initiative, prioritise tasks, and meet deadlines.
• Ability to work collaboratively in a team culture, contributing to team planning and shared tasks with confidence and sensitivity towards team members.
• A high level of computer literacy in the Microsoft Office suite, and in other financial systems and processes operations.

Salary details

Appointment to this role will be at HEO 4 and will have a total remuneration package of up to $88,479 comprising base salary within the range of $71,387 to $75,623 plus 17% superannuation.

How to Apply

• This vacancy is being advertised internally only in the first instance to current staff.
• In submitting your application, you acknowledge you have/intend to discuss your interest in this vacancy with your current manager and understand they may need to be contacted confidentially by the hiring manager as part of the assessment of your application.
• To apply online, please provide your CV and 1-2-page cover letter outlining your interest in the role, skills, capabilities and experience.  You do not need to separately address the success criteria.
• For further information about this position, please contact Professor Julianne O’Reilly-Wapstra, Dean of School, Julianne.OReilly@utas.edu.au or 03 6226 6656.
• Please visit https://www.utas.edu.au/jobs/applying for our guide to applying and details on the recruitment process.
• Please refer to the attached Position Description Below for full details.

 Position Description - 500531 - Executive Assistant.pdf

Applications close Sunday, 12 January 2025, 11.55pm

To be eligible for this position, you are required to have Australian citizenship, permanent residence or a current valid visa that allows you to fulfil the requirements of this role.