Executive Assistant and Administration Officer

• Medical School – The University of Queensland

• Full-time, permanent position.

• Base salary will be in the range $78,944 - $87,750 + 17% Superannuation

• Based at our Historic Herston Campus

About This Opportunity 

The Executive Assistant and Administration Officer role provides executive support to the Director, Academy for Medical Education, and Mayne Chair and Head, Mayne Academy of Medicine, as well as administrative support to the Academy for Medical Education. The role also contributes to the effective and efficient operation of the Medical School through the provision of high-level administrative support and customer service.

The role is responsible for completing a diverse range of administrative tasks and processes in support of team outcomes. This includes the delivery of helpful, accurate, and informative advice and services to academic and professional staff, and other key stakeholders. The role will be required to process administrative tasks using a number of corporate systems.

This position forms part of a high-performing and agile team, which fosters a positive culture and supportive working environment. The team values flexibility, and work from home arrangements may be negotiated for part of the role.

This role reports to the Principal Executive Administration Coordinator, Medical School.

Key responsibilities will include: 

• Provide executive support, including, but not limited to, electronic diaries and incoming communication on behalf of relevant individual/s, including monitoring schedules, coordinating and scheduling travel arrangements, and triaging meeting requests, emails and phone calls, reconciling financial transactions.

• Provide timely and accurate information to staff and other stakeholders, using your ability to interpret policy and procedures, and using sound judgement to escalate complex concerns and enquiries, where required.

• Provide high-level administrative and secretariat support to committees and working groups, including scheduling, arranging hospitality, coordinating RSVPs and attendance, preparing and distributing agendas and papers, accurately recording minutes and following up action items.

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

• Access to flexible working arrangements including, flexible start/finish times, purchased leave

• 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

• UQ Study for Staff

• Salary packaging options

About You

As Executive Assistant and Administration Officer, you will be a highly motivated professional with effective administration, organisation and communication skills. You will be committed to providing a high standard of customer service and demonstrate your ability to work both independently and collaboratively within the Medical School and across other organisational units.

• Strong interpersonal, verbal and written communication skills, with the ability to exercise initiative and judgement.

• Demonstrated experience in a similar Executive Assistant position.

• High degree of accuracy and demonstrated attention to detail.

• Effective organisational, time management and problem-solving skills, with the ability to set priorities and meet deadlines in a fast-paced environment.

• Demonstrated high level of proficiency in the Microsoft Office suite (Word, E