Administrative Assistant

• Deliver high level support at the heart of University leadership
• Work for an ambitious institution driving positive change through world-class education and research
• Dynamic and fast-paced environment, offering diverse exposure

Are you an experienced administrative professional who thrives in fast-paced, high-stakes environments? Do you bring a polished presence, attention to detail, and an innate ability to anticipate needs before they arise? Join the Office of the Vice-Chancellor and make your mark supporting executive leadership at one of Australia’s leading universities.

The Role

This is not your average admin role. As the Administrative Assistant in the Office of the Vice Chancellor, you’ll work closely with the Executive Assistant to the Vice-Chancellor, providing high-level administrative and executive support in a role that requires maturity, professionalism, and discretion.

From being the welcoming face at our executive reception to coordinating complex meetings and managing high-profile correspondence, this role demands strong organisational capability, exceptional stakeholder engagement, and confidence in handling sensitive information.

• Be the first point of contact for prominent visitors to the OVC, providing an outstanding visitor experience.
• Support diary and meeting coordination
• Assist with executive functions and forums,
• Manage communications and divisional support
• Support travel and financial processing
• Support projects and process improvement initiatives

About you

This role is best suited to someone with:

• Demonstrated experience in administrative support roles, ideally within a large or complex organisation.
• A polished and professional communication style, with the ability to confidently engage with senior internal and external stakeholders.
• Proven capability to manage multiple priorities, work under pressure, and apply strong judgement and discretion.
• High attention to detail, a proactive mindset, and a genuine commitment to providing exceptional service.
• Strong IT proficiency (Microsoft 365 essential), and experience with records management systems (such as TRIM) and finance or travel platforms is highly desirable.

This continuing position is full time at a HEW 4 Higher Education Level located at Callaghan Campus.

About our University

The University of Newcastle stands as a global leader distinguished by a commitment to equity and excellence. Our vision is to be a world-leading University for our regions and creating a better future for our regions and the globe. Underpinned by this vision and our values of excellence, equity, engagement and sustainability, the University of Newcastle’s Looking Ahead Strategic Plan 2020-2025 outlines the University’s commitment to delivering an exceptional student experience and serving our communities. 

For more information click here – Our Uni. 

What we offer

In addition to working for a university that is breaking boundaries, discovering new ways of thinking and cementing a place as a global leader, we offer a range of benefits to our employees to ensure you balance your commitments, stay healthy and work effectively. 

These include: 

• The remuneration for this position is pro-rated from $74,491-$ 80972p.a. + superannuation and is commensurate with skills and experience
• Flexible working arrangements (in line with the University’s Flexible Work Policy
• 17% super and salary packaging
• Additional University Holiday days, generous personal leave and parental leave, annual leave loading and additional purchased leave scheme
• Discounts in private health insurance, gym memberships, software, travel and more
• Wellbeing programs

Your next steps 

Please visit here for a guide on how to apply for a role. 

If viewing this on a job board other than the University's please click ‘Apply’ to reach the University's website, where a copy of the Position Description can be accessed. Please download a copy before commencing your application. 

Your application must include: 

• Your resume
• A cover letter outlining your motivation to apply for this opportunity
•  A statement addressing the Essential Criteria listed below demonstrating your qualifications and experience with examples.

1. Completion of an associate diploma level qualification with relevant work-related experience; or a certificate level qualification with post-certificate relevant work experience; or an equivalent combination of relevant experience and / or education / training.
2. Demonstrated experience in providing exemplary customer service in a high pressure environment with the ability to proactively go over and above to achieve customer satisfaction.
3. Excellent verbal communication and interpersonal skills, communicating professionally, effectively and positively with people at all levels and from diverse backgrounds.
4. A proven high level of administrative capability including the ability to handle a high volume of broad-ranging and sensitive matters with accuracy and attention to detail ensuring confidentiality at all times.
5. Demonstrated organisational skills, including the ability to effectively prioritise and deal with multiple tasks simultaneously and assist with event preparation.
6. Demonstrated ability to work independently using initiative and as a member of a team, proactively supporting team members with a ‘can do’ attitude and promoting a positive team environment.
7. Knowledge of, and experience in adhering to workplace policies and procedures in the areas of work health safety, equity, diversity and promoting a respectful workplace culture.

To ensure that your application receives full consideration, it's important to structure and address the selection criteria outlined in the application process. This helps us better understand your experience and suitability for the role. We appreciate your attention to this matter and look forward to reviewing your application.

Please upload your Cover Letter and response to the requested Criteria as one PDF document.

Your Cover Letter and Response to the Essential Criteria should not exceed 4 pages (approximately 2,000 words).

For specific position enquiries, please contact, Keryn Stewart, Chief of Staff on (02) 4921 7321 or via email Keryn.Stewart@newcastle.edu.au

Having Difficulties? Please reach out to us: employment@newcastle.edu.au

Closing date: Monday, 7th July, 2025 11:59pm AEST

We are excited to be Looking Ahead with you