ABOUT THE COMPANY

ACER is an independent, not-for-profit educational research and development organisation focused on creating and promoting research-based knowledge, products and services that can be used to improve learning across the life span.

Position overview

The Executive Assistant delivers high-level administrative and organisational support to the Chief People and Transformation Officer, ensuring the seamless day-to-day operations of the Division. This role works collaboratively across the People, Culture and Business Services team and other Divisions, managing complex and confidential tasks with discretion and professionalism.

Position context

The People and Culture function reports directly into the CEO and provides business partnering services, support and assistance across the entire employee lifecycle within ACER. This includes recruitment and selection, employee relations, learning and development, health, safety and wellbeing, culture and change, performance management, equity and diversity and workforce planning.

The Executive Assistant provides confidential high-level administrative and logistic support to the CPTO including managing complex communications, coordinating calendars and travel arrangements, overseeing daily office operations, and handling financial administration. Acting as a liaison between the CPTO and both internal and external stakeholders, the Executive Assistant will ensure clear, timely and professional communication is maintained at all times.

Job responsibilities

Executive Support

- Provide high-level and confidential administrative and operational support to the CPTO, enabling them to efficiently execute strategic organisational priorities.
- Provide extensive diary management, including coordination of meetings, notifying of appointments and resolving booking conflicts according to business priority.
- Serve as the primary point of contact for the People, Culture and Business Services team, managing communications with internal and external stakeholders, including Senior Executive Group and external governance bodies.
- Manage the CPTO’s email inbox and screen incoming telephone calls (where required), exercising sound judgment to action or escalate communications as appropriate, ensuring timely redirection for appropriate action and tracking follow-up activities through to completion.
- Provide high-level secretarial support to the CPTO through advanced word processing skills, including proofreading, formatting, and editing of documents to ensure clarity, consistency and integrity. This includes preparation of high-quality reports, presentations, and correspondence on behalf of the CPTO.
- Facilitate the effective operation of the People and Culture Committee meetings by managing meeting cycles,



preparing agendas, taking minutes, and following up on action items.
- Collating and printing documentation required in preparation for deadlines relating to meetings, activities or events as agreed with the CPTO.
- Implement an effective calendar and filing system, ensuring the CPTO’s competing demands are effectively managed.
- Maintain effective working relationships with other members of the Senior Executive Group and Senior Administrative staff to facilitate information exchange, to promote divisions cross collaboration and to ensure alignment and timely execution of organisational priorities.

Administrative Support

- Manage travel requirements for the CPTO, People, Culture and Business Services staff and from time-to-time new inductees including booking flights, accommodations, and transportation, while managing travel-related expenses.
- Support the management and reconciliation of the People, Culture and Business Services Division expense documentation and corporate credit card transactions.
- Work collaboratively with the Marketing, Communications and Media Division on the preparation and posting of People, Culture and Business Services communications and updates on the intranet.
- Handle various administrative tasks, such as filing, data entry, and maintaining office supplies, to support the smooth daily operations of the Division.

Other

- Assisting the CEO’s Executive Assistant with overflow of administrative tasks and providing Executive Assistant services to the CEO as required and during absences.
- Maintain confidentiality and handle sensitive information with discretion.
- Undertake additional responsibilities as delegated by the CPTO, aligned with the scope and level of the position.

Organisational accountabilities

- Proactively work towards achieving individual, team and organisational objectives while demonstrating ACER’s leadership behaviours:
- Developing Self – involves self-management, self-reflection and self-improvement
- Embracing Change – being open to change and leading change when appropriate
- Pursuing Excellence – ongoing search for new and better ways of working
- Setting Directions – strategic thinking and planning for the future
- Supporting Colleagues – supporting and contributing to the development of others




- Working Collaboratively – building highly effective internal and external relationships

- Actively work to create an equitable, fair and harmonious work environment which is free from harassment, bullying and discrimination by demonstrating respectful and courteous behaviour towards others
- Proactively foster an inclusive and diverse work environment which encourages and respects different experiences and perspectives, and values diversity of thought
- Comply with all occupational health and safety requirements, including following safe work practices for self and others
- Comply with all information security requirements, including completing regular security training and abiding by the standards and procedures laid out in ACER’s Information Security Management System
- Work in accordance with ACER’s policies and procedures

Competencies

Skills, knowledge and experience

Essential

- Proven customer-focused and executive administration experience.

- Outstanding organisational and time management skills and the ability to manage multiple priorities and deadlines with a high degree of independence.

- Excellent written and verbal communication skills, with exceptional attention to detail.

- Demonstrated ability to anticipate needs, proactively identify challenges and offer solutions.

- Advance proficiency in the use of Microsoft Office Suite and other business tools.

- Strong interpersonal skills, tact and sound judgement together a high level of discretion in handling sensitive information.

- Proven ability to liaise effectively with key internal and external stakeholders and build positive relationships across all levels of the organisation.

- High standards of word processing with rigorous proof-reading and checking of documents.

- Solid understanding of business systems and administrative process together with a true committed to continuous improvement and willingness to try new approaches.

Desirable
- Database or HRIS management experience.

Education

Relevant working experience Our commitment to equity, diversity, access and inclusion

ACER is an equal opportunity employer and is committed to actively fostering a diverse and inclusive work environment. We are dedicated to attracting, retaining and developing our people regardless of gender identity, cultural and faith background, sexual orientation, disability and/or age. ACER welcomes applications from all sectors of the community.

ACER encourages applications from the Aboriginal and/or Torres Strait Islander community.

ACER is committed to supporting candidates with disability through provision of adjustments during the recruitment and selection process and throughout employment. To request or discuss adjustment requirements, please contact: p&c;@acer.org

📌 Executive Assistant to CPTO (Australia)
🏢 ACER
📍 Australia