Advancement Executive Assistant

at University of Melbourne

About Advancement

In Advancement, we aim to facilitate the establishment and maintenance of mutually beneficial relationships between the University and its alumni, friends and benefactors. The Advancement Office is responsible for the management of programs relating to alumni and benefactors, and provides services to and works collaboratively with faculties and other central administration areas.

University of Melbourne Advancement (UoMA) is responsible for the coordination and delivery of Believe: the Campaign for the University of Melbourne,

The completion of the first phase goal of raising $500M for the Believe Campaign was publicly announced in March 2016 along with the intention to proceed with a second phase of the Campaign with revised goals of raising $1B and actively engaging with 100,000 alumni by the end of 2021. The Campaign is the largest initiative of its kind in the Asia-Pacific region.

To hear about working in Advancement at the University of Melbourne, click here.

About the role

The Executive Assistant provides high-level secretarial and administrative support predominately to the Director of Development and the Director of Alumni & Stakeholder Relations, ensuring the operational efficiencies of their offices. This includes independently overseeing the management of email and other correspondence in and out of the office, and developing effective relationships in order to liaise with key University personnel on behalf of the Directors to progress ongoing priorities.

The role will require you to frequently exercise your discretion and independent judgment. Regularly without immediate supervision, you must be reliable, self-motivated and able to use your initiative. Handling a high volume of sensitive information, and will be required to demonstrate your skills in diplomacy, tact and discretion and proven ability to manage sensitive information in a confidential and appropriate manner.

Managing incoming correspondence, email and telephone calls for the Directors, you will be progressing matters as appropriate, exercising discretion in prioritising work, actioning follow-up, or redirecting communications to relevant staff as appropriate. You will also arrange and coordinate meetings, prepare and distribute minutes and agendas, coordinate travel arrangements and act as the primary contact for visitors to the office of the Directors.

About you

  • Substantial relevant experience in a similar role performing the full range of high-level secretarial support to a senior staff member.
  • Excellent oral and written communication skills with the proven ability to draft correspondence and compile reports.
  • Excellent typing and note taking skills.
  • Demonstrated capacity to exercise sound judgment, diplomacy, tact and discretion and proven ability to handle sensitive information in a confidential and appropriate manner.
  • High-level organisational skills including the ability to prioritise and schedule work to meet deadlines.
  • Demonstrated versatility, enthusiasm, self-motivation and initiative.
  • Proven ability to contribute as a member of a professional administrative team.
  • High-level computer skills with advanced competency in the use of Microsoft Office applications including Word, Excel, PowerPoint, Outlook and database systems.


  • Flexible family friendly policies, providing generous leave and working conditions, and flexible work arrangements
  • The opportunity to work in a culturally rich environment
  • Maximise your benefits through our Salary Packaging scheme
  • A substantial discount to eligible staff and their immediate families in undertaking further studies at the University of Melbourne

To find out more, go to

To apply, please submit a cover letter, CV and document addressing the key selection criteria listed in the position description.

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