ABOUT THE OPPORTUNITY

The Faculty of Engineering is seeking an enthusiastic and proactive Executive Officer to provide administrative support, guide staff, and collaborate on complex matters under broad supervision. You will be supporting major faculty research initiatives, including the Rio Tinto Sydney Innovation Hub (RTSIH) and assisting with development of new initiatives.

Your key responsibilities will be to:

• support the day-to-day operations of RTSIH, coordinating administrative tasks and aligning hub-wide activities
• prepare high-level briefings, agendas, minutes, action items, and communications, coordinate workshops and visits between the University and industry partners
• establish and maintain administrative processes to ensure governance and reporting compliance.
• track projects and their KPIs, ensure timely execution, delivery of outcomes, submission of reports, updates, and internal deadlines
• coordinate and track action items and follow-ups from discussions and meetings
• develop and maintain resource repositories (SharePoint, Teams, Confluence)
• assist with grant development processes, strategies and whitepapers by structuring content, editing copy, and preparing budgets, coordinating
• capture and consolidate expert input from researchers and stakeholders to inform documents, slide decks, and reports
• prepare clear, engaging slide decks and communication materials for both internal and public-facing purposes
• collate and analyse data and evidence for planning and performance tracking, and liaise with data analysts
• manage email accounts and calendar and meetings prioritising
• liaise with Research Support Team, External Engagement Support Team, other admin teams and academics for the collaborative tasks above
• act as a liaison between the Associate Dean Research and internal/external stakeholders

ABOUT YOU

The University values courage and creativity; openness and engagement; inclusion and diversity; and respect and integrity. As such, we see the importance of recruiting talent aligned to these values and are looking for an Executive Officer who is:

• a strong communicator who can adapt writing and visual styles across grants, reports, social media, and internal updates
• skilled in preparing polished presentations and communications, with attention to aesthetics and clear messaging
• experienced in project management, with an eye for detail and the ability to track processes and timelines proactively
• familiar with the research or higher education environment; no technical expertise required, but a working understanding helps
• familiar with industry and confidential work processes
• comfortable liaising with researchers, summarising complex ideas for non-technical audiences, and ensuring consistency
• confident working independently and collaboratively, with strong organisational and coordination skills
• knowledge of Australian grant structures and reporting expectations is advantageous.

• support the day-to-day operations of RTSIH, coordinating administrative tasks and aligning hub-wide activities
• prepare high-level briefings, agendas, minutes, action items, and communications, coordinate workshops and visits between the University and industry partners
• establish and maintain administrative processes to ensure governance and reporting compliance.
• track projects and their KPIs, ensure timely execution, delivery of outcomes, submission of reports, updates, and internal deadlines
• coordinate and track action items and follow-ups from discussions and meetings
• develop and maintain resource repositories (SharePoint, Teams, Confluence)
• assist with grant development processes, strategies and whitepapers by structuring content, editing copy, and preparing budgets, coordinating
• capture and consolidate expert input from researchers and stakeholders to inform documents, slide decks, and reports
• prepare clear, engaging slide decks and communication materials for both internal and public-facing purposes
• collate and analyse data and evidence for planning and performance tracking, and liaise with data analysts
• manage email accounts and calendar and meetings prioritising
• liaise with Research Support Team, External Engagement Support Team, other admin teams and academics for the collaborative tasks above
• act as a liaison between the Associate Dean Research and internal/external stakeholder