Executive Assistant - Faculty of ECS

About the role

You will provide high-level executive support to Faculty of Engineering and Computer Science (ECS) leadership, enabling smooth operations so leaders can focus on strategic priorities. You will manage complex calendars for multiple leaders, schedule meetings and appointments, and anticipate conflicts by planning well ahead and monitoring key deadlines. You will coordinate travel and accommodation, manage meeting rooms and catering, and act as a first point of contact, triaging requests with sound judgement and discretion. You will coordinate leadership and governance meetings end-to-end, including agendas, papers, minute taking, and action follow-up. You will prepare and distribute briefs, manage incoming and outgoing correspondence, and draft, format and proofread reports, presentations and documentation using Microsoft Office tools and agreed templates. You will maintain organised filing systems and databases to support efficient information retrieval, and liaise with key internal partners across Finance, IT and People and Operations to progress matters on behalf of faculty leaders. You will maintain a high standard of confidentiality and professional discretion at all times. You will provide administrative and logistical support for projects and events across ECS, including faculty meetings, seminars, workshops, forums and special events, and maintain a yearly planner of key activities and deadlines. You will manage expense reporting, purchase orders, invoices, and budget tracking for assigned areas in line with procurement requirements. You will maintain accurate records in TRIM and other systems, manage confidential files in line with University policy and data protection standards, support onboarding for new staff, coordinate facilities maintenance and asset register activities, and support stocktakes and audits as required. You will apply initiative within guidelines, escalate issues appropriately, and support across multiple schools within the faculty when priorities shift. What Success Looks Like: Calendars, meetings and travel are coordinated smoothly across multiple leaders. Governance meetings run well with accurate minutes and action tracking. Correspondence, briefs and presentations are well written, formatted and on time. Events and forums run to plan with clear logistics and stakeholder coordination. Records, purchasing and expense processes are accurate, confidential and compliant. Please refer to the Position Description for full details. About You You bring relevant tertiary qualifications, or equivalent experience in a large, complex organisation. You've supported senior leaders in an executive environment and know how to stay organised while juggling multiple priorities. You're confident managing a busy workload, responding to changing needs, and using your judgement to keep things on track. You're highly capable with Microsoft Office programs, including spreadsheets, databases and document preparation. You have strong written communication skills and can draft, proofread and refine a wide range of documents. You build strong working relationships, communicate clearly, and can explain complex information in a simple, concise way. You're a proactive problem solver who can interpret information, use initiative, and escalate issues when needed.