Executive Assistant - School of Chemical Engineering

• School of Chemical Engineering – Faculty of EAIT

• High-level administrative and secretarial support

• Full-time (100%), Fixed term for 12 months

• Visa sponsorship is not available for this position

• Advertisement closes on 21 February 2024 (R-35372)

• Based at St Lucia Campus

About UQ

As part of the UQ community, you will have the opportunity to work alongside the brightest minds, who have joined us from all over the world.

Everyone here has a role to play. As a member of our professional staff cohort, you will be actively involved in working towards our vision of a better world. By supporting the academic endeavour across teaching, research, and the student life, you will have the opportunity to contribute to activities that have a lasting impact on our community.

Join a community where excellence is at the core of our culture, contributions are valued and a range of benefits and rewards are available, such as:

• 26 weeks paid parental leave or 14 weeks paid primary caregiver leave

• 17% superannuation contributions

• 17.5% annual leave loading

• Health and wellness discounts – fitness passport access, free yearly flu vaccinations, discounted health insurance, and access to our Employee Assistance Program for staff and their immediate family

• On campus childcare options

• Cheap parking (from just $5.75 a day)

• Salary packaging options

About This Opportunity 

An exciting opportunity is available for an Executive Assistant supporting the Head of School at the School of Chemical Engineering, Faculty of Engineering, Architecture and Information Technology.

This is a 12-month appointment, and we are seeking a motivated and organised multitasker with excellent administration skills to commence as soon as possible on a full-time basis.

• The Executive Assistant ensures the smooth running of the Head of School’s day- to- day work schedule, including managing the electronic diary; coordinating incoming correspondence/enquiries; scheduling meetings/activities and engagements; coordinating communications; and coordinating travel.

• Ensure the Head of School is briefed on relevant issues and background information in preparation for meetings.

• Assist with the drafting of documents e.g. PowerPoint slides, memos, emails, letters.

• Monitor current and future commitments and prioritise workflow for the Head of School office, including liaising with areas to ensure any referred matters are followed up. Your proactive approach will be crucial in handling correspondence and enquiries effectively, ensuring prompt responses and tracking progress.

• Provide oversight and coordination of information and the day-to-day administrative flow with the relevant areas, including ensuring financial and HR processes and approvals are actioned correctly.

• Support the Head of School by coordinating several academic staff HR processes, such as annual performance discussion, promotion/review, volunteers and visitors.

• Provide secretarial support to nominated committees and formal meetings, including arranging meetings, preparing agendas and drafting minutes.

• Proactively plan, coordinate and support relevant school events, and their logistical details.

• Use initiative and judgment to liaise effectively with members of University Executive, members of external organisations, government officials, industry and School professional and academic staff, and students.

• Support and contribute to an integrated, cohesive culture across the School.

• Other duties as required and appropriate to the role and level.

If you are looking for a challenge, and to work with a supportive team in a dynamic environment, this may be a great opportunity for you.

At HEW level 5, the full-time equivalent base salary will be in the range $75,878.89 - $84,342.92, plus a generous super allowance of up to 17%. The total FTE package will be up to $88,778.30 - $96,681.22 annually. As this role is covered by an Enterprise Agreement, you will also receive regular remuneration increases – at least once a year.

About You  

• Completion of a relevant degree and/or substantive administrative and secretarial experience at a large organisation; or an equivalent combination of relevant experience and/or education/training.

• Excellent interpersonal skills, including the ability to communicate effectively and respectfully with diverse groups within and external to the School and University.

• Excellent organisational skills with the ability to prioritise competing work demands, to work under pressure and to meet deadlines while maintaining accuracy and attention to detail.

• Proven ability to handle and maintain workplace confidentiality, exercise initiative and judgement, and to work independently.

• Commitment to upholding the University values, and with the outstanding personal qualities of openness, respectfulness and integrity.

• Prior experience in an executive support role would be advantageous.

In addition, the following mandatory requirements apply:

• Work Rights: You must have unrestricted work rights in Australia for the duration of this appointment to apply. Visa sponsorship is not available for this appointment. 

• Background Checks: All final applicants for this position may be asked to consent to a criminal record check. Please note that people with criminal records are not automatically barred from applying for this position. Each application will be considered on its merits. 

 
Questions? 

For more information about this opportunity, please contact Melanie Gunn . For application queries, please contact [email protected] stating the job reference number (below) in the subject line. 
 

Want to Apply? 

All applicants must upload the following documents in order for your application to be considered:

• Cover letter addressing the ‘About You’ section  

• Resume 

Other Information 

At UQ we know that our greatest strengths come from our diverse mix of colleagues, this is reflected in our ongoing commitment to creating an environment focused on equity, diversity and inclusion .  We ensure that we are always attracting, retaining and promoting colleagues who are representative of the diversity in the broader community, whether that be gender identity , LGBTQIA+ , cultural and/or linguistic , Aboriginal and/or Torres Strait Islander peoples , or people with a disability . Accessibility requirements and/or adjustments can be directed to [email protected] .

If you are a current employee (including casual staff and HDR scholars) or hold an unpaid/affiliate appointment, please login to your staff Workday account and visit the internal careers board to apply for this opportunity. Please do NOT apply via the external job board.

Applications close on Wednesday 21 February 2024 at 11.00pm AEST (Job Reference Number - R-35372). Please note that interviews have been tentatively scheduled for Friday 1 March 2024.