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Executive Assistant to the CEO

  • Surry Hills, NSW 2010 Full Time - Permanent
  • Executive Assistant
  • Administration Assistant
  • Team Player


  • Job no: 837XK

The Australian Institute of Music

AIM is a leading specialised, independent and not-for-profit education provider offering students cutting-edge learning in the creative industries. We deliver courses at undergraduate and postgraduate level at campuses in Sydney and Melbourne. Our unique industry-relevant programs are designed to support a diverse range of careers, and AIM has an outstanding record for producing talented graduates.

The Role

This is a full-time permanent role to commence as soon as possible.

Under the supervision of the CEO, the Executive Assistant will provide comprehensive, efficient and effective administrative and secretarial support whilst maintaining the highest level of discretion and confidentiality.

The Executive Assistant is responsible for:

  • Effectively managing appointments for the Chief Executive Officer, and other Executive Leaders
  • Taking accurate dictations of, and/or drafting, emails, letters and other correspondence 
  • Filtering, prioritising and distributing all incoming communications such as emails, calls and correspondence, and professionally receiving and interacting with visitors 
  • Accurately recording, transcribing and distributing minutes of meetings within required timeframes
  • Coordinating corporate travel and accommodation bookings for all AIM staff, including compiling itineraries. 
  • Coordinating conference and/or meeting bookings for the Executive team
  • Compiling itineraries for corporate travel and conferences including the preparation of agendas/ briefing documents and background research required for meetings and appointments
  • Undertaking research and preparing monthly reports, presentations, speeches, submissions and other correspondence 
  • Managing and processing invoices, payments and expenses according to prescribed policies and processes
  • Improving and developing systems and processes to ensure an efficient and accurate level of support can be provided.
  • Acting as a gatekeeper to ensure the Chief Executive’s time is managed effectively
  • Working cooperatively with other administrative staff in the Institute, supporting and undertaking duties and activities across the Institute as and where required
  • Communicating and coordinating interactions with a range of people including the wider staff, public, agencies, dignitaries and representatives from other organisations

What skills and experience should I have?

  • Certificate/Diploma in Business Administration or equivalent experience
  • Bachelor’s Degree is desirable
  • Previous experience supporting a Senior Executive
  • Demonstrated experience of extensive diary management and full itinerary travel scheduling
  • Demonstrated experience in implementing and maintaining document management and control systems
  • Advanced MS Office program skills including Word, Excel, PowerPoint, Outlook, SharePoint and relevant HRIS systems.
  • Evidenced public relations skills to enable professional interaction with a range of people and cultures including senior management and other staff, the public, dignitaries and representatives
  • Demonstrated experience in drafting correspondence, presentations, and reports
  • Demonstrated ability to maintain confidentiality and an understanding of commercial in confidence practices
  • Demonstrated experience in the preparation of agendas and minutes
  • Previous experience working in an educational environment is desirable

What do I need to stand out from the rest?

  • Share our passion for education and the creative industries
  • Be a team player and show a genuine interest in supporting your colleagues and the students
  • Be flexible, embrace change and be an advocate for continual improvement
  • Be proactive and demonstrate initiative
  • Get the job done with a sense of humour

Why should I work at AIM?

  • Lively campus atmosphere
  • Work alongside some of Australia's most talented music, entertainment and performing arts professionals
  • Passionate and supportive team, who genuinely place the student at the centre of everything we do
  • AIM is changing! If you're up for the challenge, this is a great time to join our team and contribute to the continual improvement of AIM.
  • Published on 30 Apr 2019, 6:15 AM