• Employment type – full time continuing role within UNSW IT as an Executive Assistant
• Starting salary of $113,926 plus 17% superannuation and leave loading
• Location: UNSW Kensington Campus (Hybrid Working Opportunities, 3 days in the office)

About UNSW:
UNSW isn’t like other places you’ve worked. Yes, we’re a large organisation with a diverse and talented community, a community doing extraordinary things. Together, we are driven to be thoughtful, practical, and purposeful in all we do. Taking this combined approach is what makes our work matter. If you want a career where you can thrive, be challenged and do meaningful work, you’re in the right place.

The Office of the Chief Information Officer (CIO) is a large portfolio covering a wide range of activities supporting the student experience and implementing UNSW’s Technology Strategy. The CIO, who is also a member of the University’s Leadership Team (ULT) is an integral part of the Office of the CIO team and will work closely with colleagues across the portfolio and the UNSW community. The Executive Assistant is responsible for providing high level executive administrative and project management support to the CIO on a broad range of strategic and operational matters arising within UNSW IT. The Executive Assistant will be expected to develop and maintain significant working relationships with senior stakeholders across the university and to work autonomously and closely with the senior leadership team and CIO Admin team to drive key project milestones and achieve agreed deliverables. The role of Executive Assistant reports to the Executive Officer and has no direct reports.

Accountabilities:

• Provide superior executive and administrative support to the Chief Information Officer (CIO).
• Ensure proactive, efficient and accurate delivery of complex diary management, overseeing the prioritisation of key appointments, meetings, correspondence, attentiveness to appropriate preparation time, conflicting deadlines/reporting timelines, record keeping and prioritising of operational matters for the CIO.
• Manage day to day operational matters such as reviewing/evaluation/redirecting and taking appropriate action on matters raised with the OCIO. This support includes reviewing, sourcing and preparing background information, preparation of correspondence (internal and external), drafting briefing notes, minutes, reports, presentations and reviewing/evaluating documentation as required.
• Proactively provide executive support and assistance, whilst exercising discretion, initiative and confidentiality at all times.
• Drive and coordinate workflows on various projects/initiatives to ensure that agreed actions and desired outcomes are completed and communicated to appropriate staff and/or work units.
• Manage and coordinate allocated portfolio projects/initiatives in line with the IT Strategy as directed by the CIO, including planning, engaging and collaborating with internal and external stakeholders, preparing materials for use in briefings, reports and presentations or to facilitate executive decision making. Monitor action that is required to ensure the efficient follow-through, resolution, and closure of the project.
• Collaborate with the OCIO and HR Business Partners on workforce related information including maintaining org charts, recruitment processes, onboarding for new staff, interface with HR, leave and absence management, scheduling of review meetings and follow ups.
• Coordination and executive support of key Committee and Steerco meetings that the CIO chairs on a regular basis. Organise and manage the technology requirements for virtual staff engagement sessions led by the CIO.
• Interpret and advise on university policy and governance frameworks to ensure internal process obligations are met.
• Work closely with the OCIO team to develop and oversee the implementation and evaluation of administrative practices, systems, and procedures to optimise efficiency to support the achievement of quality outcomes. In conjunction with the Executive Officer and the administration team within the OCIO, coordinate and organise any events including planning days, team building activities, Town Halls and any other tasks as required
• Develop and maintain networks, act as an effective link to maintain positive working relationships between the CIO and all key internal and external stakeholders, managing all interactions with professionalism, tact and discretion. Use superior interpersonal communication skills to anticipate the requirements of the CIO to maintain executive stakeholder relationships, while exercising discretion and confidentiality.
• Efficiently manage relevant financial activities and approvals for the CIO, including but not limited to, all ad hoc approvals and purchase orders for IT under the CIO’s delegation, expenses and credit card transactions and the payment of invoices in line with UNSW’s financial procedures.
• Manage all travel arrangements including itineraries, flights, accommodation, conference registrations, travel allowances as required.
• Work closely with the OCIO admin support teams on People and Culture activities by promoting an inclusive, positive and engaged workplace through various IT initiatives and events.
• Align with and actively demonstrate the Code of Conduct and Values
• Cooperate with all health and safety policies and procedures of the university and take all reasonable care to ensure that your actions or omissions do not impact on the psychosocial or physical health and safety of yourself or others.
• Ensure hazards and risks psychosocial and physical are identified and controlled for tasks, projects, and activities that pose a health and safety risk within your area of responsibility.

Skills and Experience:

• Relevant tertiary qualifications and/or an equivalent level of knowledge gained through a combination of education, training and/or experience in a similar role.
• Extensive experience supporting senior executives with demonstrated management experience and/or significant expertise and experience in providing high quality, operational and management support at executive level.
• Highly developed organisational skills and ability to work flexibly and proactively in identifying priorities, manage tasks and meet competing deadlines whilst maintaining an exceptionally highlevel attention to detail.
• Demonstrated ability to identify, analyse and solve administrative problems to deliver accurate and appropriate outcomes with an ability to summarise key issues, develop innovative solutions and produce high level outcomes in both autonomous and team-based activities.
• Strong influencing and negotiation skills and proven ability to build effective relationships and secure resources from diverse internal and external stakeholders.
• Demonstrated commitment to providing excellent customer service and a positive, flexible and adaptable attitude with a willingness to take on a wide range of tasks and adjust to competing and shifting priorities in a changing environment.
• Strong interpersonal, written and verbal communication skills, with ability to establish and maintain effective professional relationships.
• Proven high quality experience in report preparation, submissions promoting best practice and strategic outcomes; presentation skills with the ability to create professional, articulate presentations that encapsulate complexity in an accessible manner.
• Demonstrated high-level project coordination skills with a high-level ability to influence and teamwork with senior management and stakeholders as appropriate to ensure successful outcomes.
• Working experience with Office 365 suite including Teams.
• The capacity and willingness to work effectively both autonomously and as part of a collaborative and multi-faceted team.
• An understanding of and commitment to UNSW’s aims, objectives and values in action, together with relevant policies and guidelines.
• Knowledge of health & safety (psychosocial and physical) responsibilities and commitment to attending relevant health and safety training.

More Information: visit https://www.jobs.unsw.edu.au/

To submit an application please apply online and submit your CV, Cover Letter and responses to the Skills and Experience outlined above and in the position description.

Contact

Jen MacLachlan, email: j.maclachlan@unsw.edu.au

Applications close: Tuesday 16^th of September at 11.30pm

Benefits and Culture

• Flexible hybrid working
• An additional 3 days of leave over the Christmas Period
• Access to lifelong learning and career development
• Progressive HR practices
• Discounts and entitlements 

UNSW is committed to equity diversity and inclusion. Applications from women, people of culturally and linguistically diverse backgrounds, those living with disabilities, members of the LGBTIQ+ community; and people of Aboriginal and Torres Strait Islander descent, are encouraged. UNSW provides workplace adjustments for people with disability, and access to flexible work options for eligible staff.

The University reserves the right not to proceed with any appointment.