Administration Officer at Macquarie Group

, , Australia -

Full Time

Start Date

Immediate

Expiry Date

23 Apr, 26

Salary

97879.0

Posted On

23 Jan, 26

Experience

2 year(s) or above

Remote Job

Yes

Telecommute

Yes

Sponsor Visa

Skills

Executive Support, Calendar Management, Travel Coordination, Stakeholder Engagement, Project Support, Document Preparation, Data Analysis, Budgeting, Event Coordination, Confidentiality, Communication, Organizational Skills, Attention to Detail, Adaptability, Professionalism, Judgement

Industry

Hospitals and Health Care

Description

PRIMARY DETAIL • Annual base salary of $97,879 (HEW Level 5) plus 17% superannuation and annual leave loading • Full time continuing appointment • Hybrid working arrangement, based at Macquarie University, Wallumattagal Campus, North Ryde About the role A fantastic opportunity to play a pivotal executive support role at the heart of University‑wide philanthropy. As the Assistant to the Executive Director, Philanthropy, you will play a pivotal role at the heart of executive leadership—driving seamless day‑to‑day operations, managing complex priorities, and enabling strategic initiatives that advance philanthropic impact across the University. This is a trusted, high‑profile position for a proactive, highly organised professional who thrives in fast‑paced environments, exercises sound judgement, and brings clarity, confidence, and discretion to executive coordination and decision‑making. You will: Executive Support & Coordination Provide confidential secretarial and administrative support to the Executive Director, Philanthropy Proactively manage and prioritise the Executive Director’s calendar, meetings, workflows, and commitments Coordinate all domestic and international travel, including itineraries, stakeholder engagement, and briefing materials Liaise with senior internal and external stakeholders with diplomacy and professionalism Strategic & Project Support Support key strategic initiatives and cross-university projects led by the Executive Director Act as a point of liaison between the Philanthropy office and other executive offices Research, draft, and prepare documents, reports, presentations, and briefing papers Gather, analyse, and synthesise data to provide recommendations and insights for decision-making Operational & Team Support Support budgeting activities including developing monthly expenditure reports and identifying issues or variances Lead administrative coordination for Philanthropy team events, functions, campaigns, and briefings Maintain effective systems, processes, and documentation to support operational excellence across the team About us The Vice-Chancellor is the chief executive of the University, with overall responsibility for its academic, research, administrative, financial and development strategies. The Vice-Chancellor is tasked with promoting the interests and furthering the development of the University. Philanthropy within the Office of the Vice-Chancellor is responsible for all philanthropic activity across the University and creates, develops and manages relationships with alumni, friends and donors, and other supporters who help advance the University's mission. About you You are a highly organised, proactive, and strategic operator with a proven ability to perform effectively in fast‑paced environments. You are adept at anticipating needs, thinking ahead, and addressing issues before they arise, while maintaining a high level of attention to detail. You communicate with clarity, navigate complexity with confidence, and represent the Executive Director with professionalism, discretion, and sound judgement. You are trusted to manage confidential and sensitive information with maturity, integrity, and care, and you demonstrate strong agility and adaptability in response to changing priorities. You will bring (Selection Criteria): Demonstrated experience providing executive‑level administrative support in complex, high‑pressure environments Proven ability to work proactively, think ahead, and manage competing priorities with precision and attention to detail Outstanding organisational skills, with the agility to adapt to changing demands while maintaining delivery excellence Strong written and verbal communication skills, including drafting high‑quality correspondence, briefings, and presentations Experience coordinating travel, projects, events, and operational processes with efficiency and discretion Well‑developed analytical skills and confidence working with data, budgets, and reporting requirements Demonstrated experience handling confidential and sensitive matters with professionalism and sound judgement A collaborative and relationship‑focused approach, with the ability to build trust and credibility with diverse stakeholders Experience in higher education, advancement, philanthropy, fundraising, or executive offices is desirable but not essential. Why Join Us? At Macquarie University, we defy conventions and drive innovation. As Faculty Engagement Manager, you will play a key role in the execution of Macquarie Business School’s growth. Macquarie is a university engaged with the real and often complex problems and opportunities that define our lives. Since our foundation over 60 years ago, we have aspired to be a different type of university. Over the years, we have grown to become the centre of a vibrant local and global community. Connect with us today. We rank amongst the top employers in the Australian Workplace Employers Index, having recently earned a five-star rating in the QS World Rankings with the highest rating for employability. How to Apply To be considered, please apply online with your CV and a cover letter outlining how your experience aligns with the selection criteria (above). *This position requires a criminal history check. Applications Close: 31 January 2026 We reserve the right to progress or decline an application including closing the advertisement prior to the application closing date. If you're already part of the Macquarie Group (MQ University, U@MQ, MQ Health, MGSM), you'll need to apply through your employee Workday account. To apply for this job: Login to Workday and go to the Careers App > Find Jobs. Applications Close: 31/01/2026 11:59 PM A Place Where You Belong At Macquarie, we believe diversity makes us stronger, inclusion drives our success, and belonging inspires us to do our best work. We are proud to foster a community where different backgrounds, identities, and experiences are valued, and where our people are empowered to thrive through supportive leadership, shared responsibility, and a deep commitment to genuine care and respect for our community. Find out more about our vision for a truly inclusive workplace in our Diversity, Inclusion and Belonging Framework. Flexible Work At Macquarie, we believe by providing flexibility in when, where and how work is done, we can support our staff to manage their personal commitments, while optimising their work performance and contributions to the University. See how we lead in flexible work to enable an outcome focused and inclusive workplace. To learn more about our culture and hiring process, visit our Jobs at Macquarie page. Macquarie is a university engaged with the real and often complex problems and opportunities that define our lives. Since our foundation in 1964, we have aspired to be a different type of university. Over the years, we have grown to become the centre of a vibrant local and global community. Connect with us today.

Responsibilities

The Administration Officer will provide executive support to the Executive Director of Philanthropy, managing day-to-day operations and complex priorities. This role includes coordinating travel, preparing documents, and supporting strategic initiatives.