Executive Assistant To The FED And Deputy Dean at University of Melbourne

Parkville, Maryland, United States -

Full Time

Start Date

Immediate

Expiry Date

04 Apr, 26

Salary

107023.0

Posted On

04 Jan, 26

Experience

2 year(s) or above

Remote Job

Yes

Telecommute

Yes

Sponsor Visa

Skills

Executive Support, Stakeholder Engagement, Administrative Excellence, Process Improvement, Teamwork, Communication Skills, Problem-Solving, Decision-Making, Time Management, Discretion, Attention To Detail, Professionalism, Confidentiality, Interpersonal Skills, Digital Tools Proficiency, Continuous Improvement

Industry

Education Administration Programs

Description

Role type: Full Time; Continuing Faculty: Faculty of Science Department/ School: Faculty Secretariat Salary: UOM 6: $98,870 - $107,023 p.a. plus 17% super Collaborate with senior leadership and continuously develop your professional expertise. Apply now for this exciting opportunity to play a pivotal role in supporting the Faculty of Science’s leadership. Investing in you - benefits package including salary packaging, health and wellbeing programs, discounted services, and professional development opportunities. The University of Melbourne We take pride in our people, who all contribute to our mission to benefit society through the transformative impact of education and research. Discover more via our website. Your next career opportunity Join the University of Melbourne’s Faculty of Science as an Executive Assistant, providing high-level support to the Faculty Executive Director (FED) and Deputy Dean to ensure the smooth operation of the senior leadership team. In this dynamic role, you’ll work closely with leaders across the faculty, contribute to strategic initiatives, and further develop your professional expertise within a world-class academic environment. Your responsibilities will include: Executive Support: Provide exceptional assistance to the FED and Deputy Dean, managing their diaries, correspondence, and executive-level queries with discretion and professionalism. Stakeholder Engagement: Act as an interface between the executive team and key internal and external stakeholders, positively engaging with individuals at all levels across the University and beyond. Administrative Excellence: Arrange travel itineraries, reconcile expenses, process invoices, and provide other administrative assistance as required, adhering to university policies and procedures. Process Improvement: Identify and implement process improvement opportunities, including the creation of templates and collaboration with colleagues to establish consistent communication formats. Teamwork and Collaboration: Work collaboratively as a team member of the Office of the Dean, undertaking projects and tasks as required, and providing backup support to the Executive Assistant to the Dean during periods of absence or peak workload. You may be a great fit if: You are an experienced and highly organised executive assistant with excellent time management, discretion, sound judgment, attention to detail, and professionalism in managing confidential matters and stakeholder engagement. You may also: Possess exceptional written and verbal communication skills, with the ability to liaise effectively with stakeholders at all levels. Demonstrate strong problem-solving and decision-making abilities, with the capacity to exercise independent judgment and prioritize tasks effectively. Exhibit a high level of professionalism, discretion, and the ability to maintain confidentiality in handling sensitive information. Have experience in coordinating executive-level meetings, events, and travel arrangements. Possess proficiency in utilising a range of digital tools and platforms (e.g., Outlook, Teams, SharePoint, Workday) to manage communication, scheduling, records, and administrative processes efficiently. Be an effective team player with strong interpersonal skills and the ability to build and maintain positive relationships with colleagues and stakeholders. Have a strong commitment to continuous improvement and the ability to identify and implement process enhancements. For further information please refer to the attached PD. What we offer you! We offer the opportunity to be part of a vibrant community and enjoy a comprehensive range of benefits to support your success and sense of fulfillment, including: Supportive flexible work arrangements underpinned by our commitment to inclusion and well-being Progressive, considerate leave provisions to empower your work-life balance Salary packaging and access to a range of discounted services including Bupa health insurance Health and well-being services including a leading Employee Assistance Program For more information check out our benefits page! Your new team – Faculty Secretariat The Faculty Secretariat is the administrative unit for the Faculty of Science and all its teaching, research and commercial activities. The Secretariat is responsible for the policy development, planning, implementation and ongoing management of Faculty programs. The Faculty of Science is home to seven schools: Agriculture, Food & Ecosystem Sciences; Biosciences; Chemistry; Geography, Earth & Atmospheric Sciences; Mathematics & Statistics; Physics; and Melbourne Veterinary School. Science at Melbourne is a global leader across discovery and applied scientific research and education. Science begins with curiosity, and we are dedicated to understanding the universe from the level of sub-atomic particles to the solar system. Be Yourself The University of Melbourne is an Equal Opportunity Employer and a child-safe organisation. We believe the diversity of our community enriches us all, and we are committed to creating an inclusive and fair workplace where everyone is valued, respected, and empowered to succeed. We welcome applicants from all backgrounds, identities, and experiences. Discover more about Diversity and Inclusion at UniMelb. We're committed to a barrier-free recruitment process and ongoing workplace support, providing reasonable adjustments throughout. We warmly encourage applications from people with disabilities. For assistance, please contact Kim Groizard on +61 3 9035 3218 or at hr-careers@unimelb.edu.au (subject: 'Recruitment Adjustments'). Contact details for other enquiries are located at the bottom of this page. Find more information for applicants requiring reasonable adjustments. Aboriginal and Torres Strait Islander Applicants We aspire to be the University of choice for Indigenous Australians. Our Indigenous strategy, Murmuk Djerring outlines our investment and support for Aboriginal and Torres Strait Islander staff and students. Indigenous applicants are encouraged to connect with our Indigenous Employment & Development team at oied-hr@unimelb.edu.au for further information and support. Please note: This role requires current valid work rights for Australia. Visa sponsorship is not available. A Working with Children Check (WWCC) is required for all positions. If successful, we'll guide you through the WWCC application process during onboarding and reimburse the cost. Join Us and unlock your career potential! If this role is right for you, please apply with the following documents: Resume Cover Letter outlining your interest and experience The responses against the Selection Criteria^ (found in the Position Description) Learn more about the application process, including tips and FAQs. For recruitment queries, email Oliver Bukasa hr-careers@unimelb.edu.au. Include the Position Number and Job Title in the subject line. Please do not send applications to this email address. For job-specific queries, refer to the contact details in the Position Description. Applications close: 1 February 2026 11:55 PM; Melbourne time zone. Position Description: JR-005691 - Executive Assistant To The FED And Deputy Dean - PD.pdf Explore leadership opportunities to shape the future and growth of the University of Melbourne - Executive Opportunities Welcome to the University of Melbourne – where our vision for positive societal change creates impact. Join our community of world-class thinkers, where innovation thrives, and your ideas shape the future. Why choose us? You'll work among the best, pushing the boundaries of knowledge with passion. Whether you're driving groundbreaking research, inspiring the next generation through teaching, or providing essential professional services, we empower you to excel. At the University of Melbourne, your potential is our priority. Elevate your career, make a real difference, and be part of a diverse community that values your unique contribution. Your journey to professional and personal growth starts here. Discover more at - https://about.unimelb.edu.au/ At the heart of our mission is a commitment to enriching society through education and research. Through our strategy "Advancing Melbourne," we're not just shaping our own future; we're shaping the future of the state, the nation, and our global community. Together, we propel Australia forward, positioning it as an ambitious, forward-thinking leader on the world stage. Our staff play a key role in elevating Australia's reputation and influence globally. Your contributions are the driving force behind our ambition to be a leading force for positive change. Join us, and let's advance Melbourne – and the world – together. Discover more The University has committed to a strategic vision which aims to create a thriving, fair and diverse university community, working together respectfully to make a difference to each other and in the world. Join us on our journey to build a future where everyone in our community can feel a strong sense of belonging, and diverse perspectives fuel success. Discover more Want to know more about us, our processes, or future opportunities? We would love to connect with you! Get in touch with our friendly Talent Acquisition team at hr-careers@unimelb.edu.au

Responsibilities

Provide high-level support to the Faculty Executive Director and Deputy Dean, managing their diaries and correspondence. Engage with stakeholders and contribute to strategic initiatives within the Faculty of Science.