Executive Support Assistant

• Provide professional executive support to the Senior Leadership Team 

• Experience in diary management and event coordination 

• Salary of $93,345 to $104,515 with additional career development opportunities and 17% superannuation

​Aboriginal and Torres Strait Islander people are strongly encouraged to apply. 

The opportunity 

Technology has an important role to play in improving experiences and outcomes for Aboriginal and Torres Strait Islander staff, students and communities. 

As Executive Support Assistant, you will provide high-quality, responsive support to members of the ICT Senior Leadership Team, helping to coordinate day-to-day operations, manage competing priorities and ensure key activities progress smoothly. 

Acting as a trusted partner to senior leaders, you will manage diaries, meetings, communications and administrative processes with professionalism, discretion and attention to detail. Your proactive approach and sound judgement will enable leaders to remain focused on delivering ICT services and strategic priorities for the University. 

You will join a collaborative team that values different perspectives, experiences and ways of working, and is committed to creating an inclusive environment where people feel respected, supported and able to contribute. 

This is a targeted position for Aboriginal and Torres Strait Islander people under Section 21 of the Anti-Discrimination Act 1977. 

While applications are welcomed from all candidates, Aboriginal and Torres Strait Islander applicants will be assessed as a priority for this role. 

The University is committed to creating a culturally safe, supportive and inclusive workplace, and to strengthening Aboriginal and Torres Strait Islander representation across its workforce. 

Why join the University of Sydney? 

Join one of Australia's leading universities at a pivotal time, where technology is evolving to better support student learning, teaching excellence, and research at global scale. 

ICT is central to the University's mission, delivering the platforms, services, and partnerships that enable student success, strengthen teaching, and accelerate research impact. 

With strong investment and ambitious transformation underway, you'll work in a large and complex environment where your contribution will have visible, meaningful impact across the University community. 

What you'll do 

• Provide executive and administrative support to the Senior Leadership Team, ensuring the effective coordination of day-to-day office operations, administrative functions, and executive priorities.  

• Act as the primary point of contact for the Senior Leadership Team, representing the office in a professional, responsive, and customer-focused manner while building effective relationships with internal and external stakeholders.  

• Exercise sound judgement, tact, and diplomacy when managing sensitive and confidential matters, ensuring enquiries, correspondence, and requests are appropriately prioritised, handled discreetly, and referred where necessary.  

• Proactively manage competing priorities by identifying and escalating complex or high-risk matters to the Senior Leadership Team, while working collaboratively with colleagues to deliver a seamless, efficient, and high-quality support service.  

• Ensure compliance with University policies, procedures, and administrative processes, maintaining accurate records and supporting effective governance and operational practices.  

• Coordinate executive diaries, meetings, travel, and events, ensuring schedules are effectively managed and meetings, workshops, functions, and other events are planned and delivered to a high standard.  

• Contribute to continuous improvement initiatives and operational projects as directed by the Executive Officer, identifying opportunities to enhance administrative processes, improve service delivery, and support the achievement of strategic objectives. 

What we're looking for 

• Certificate in Business Administration or a related discipline, or an equivalent combination of relevant training and demonstrated experience.  

• Demonstrated experience managing complex diaries across multiple calendars, coordinating travel, meetings, workshops, and events, while effectively balancing competing priorities and ensuring the seamless delivery of executive activities and functions.

• Demonstrated ability to work both independently and collaboratively within a team environment, exercising initiative, sound judgement, and problem-solving skills to effectively manage day-to-day operational matters.  

• Demonstrated administrative experience within a large and complex organisation, preferably within the higher education sector, with an understanding of university structures, policies, and governance arrangements.  

• Highly organised, proactive, and adaptable, with the ability to anticipate the needs of senior leaders, manage competing priorities, respond flexibly to changing organisational demands, and consistently deliver responsive, high-quality executive support in a dynamic environment. 

• Demonstrated advanced computer literacy, including proficiency in Microsoft 365 applications (Outlook, Word, Excel, PowerPoint and Teams), together with experience using travel booking systems and other business support technologies. 

Why join the University of Sydney? 

ICT is central to the University’s academic mission, supporting the systems, services and partnerships that enable learning, teaching, research and the day-to-day experience of staff and students. 

In this role, your contribution will be visible and meaningful. You will help shape technology priorities for an important University portfolio while working in a collaborative and people-focused environment. 

Benefits include: 

• 17% employer superannuation 

• generous parental leave and cultural leave 

• flexible and hybrid working arrangements 

• salary packaging options 

• Indigenous mentoring, leadership and career development programs 

• access to the University’s Indigenous staff network and YURA Network 

• health and wellbeing programs, including Fitness Passport 

How to apply  

If you're looking for an opportunity to contribute to meaningful work while building your career in a world-class university environment, we would love to hear from you.  

Applications (including a cover letter, CV, and any additional supporting documentation) can be submitted via the Apply button at the top of the page.    

For employees of the University or contingent workers, please login into your Workday account and navigate to the Career icon on your Dashboard.  Click on USYD Find Jobs and apply. 

Accessibility and inclusion  

The University of Sydney is committed to creating an inclusive recruitment experience for all candidates. If you require adjustments or additional support at any stage of the recruitment process, we encourage you to let us know.  

This may include adjustments to the interview format, additional time, breaks, accessible interview locations, receiving materials in advance, or any other practical support that will help you participate comfortably.  

For a confidential discussion about the role, or if you require reasonable adjustment or any documents in alternate formats, please contact Kimberley Smith, kimberley.smith@sydney.edu.au.  

EEO statement   

At the University of Sydney, our shared values are trust, accountability and excellence and we strive to be a place where everyone can thrive. We are committed to creating a University community that thrives through diversity and reflects the wider community that we serve. We deliver on this through our commitment to diversity and inclusion, evidenced by our people and culture programs, as well as key strategies to increase participation and support the careers of Aboriginal and Torres Strait Islander People, women, people living with a disability, people from culturally and linguistically diverse backgrounds, and those who identify as LGBTIQ+. We welcome applications from candidates from all backgrounds.     

We are proud to be recognised as an Australian Workplace Equality Index (AWEI) Gold employer. Find out more about our work on diversity and inclusion.    

Pre-employment checks  

Your employment is conditional upon the completion of all role required pre-employment or background checks in terms satisfactory to the University.  

Also, to meet the University’s obligations under the National Higher Education Code to Prevent and Eliminate Gender-Based Violence you will be asked to declare if you have been investigated for, or found to engaged in, sexual harm or gender-based violence in the course of previous employment or in a legal process.  

Sponsorship / work rights for Australia  

You must have unrestricted work rights in Australia for the duration of this employment to be eligible to apply. Visa sponsorship is not available for this appointment.   

© The University of Sydney  

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