- Join the IT team as the Executive Assistant
- Full-time, ongoing position based at our Hawthorn campus
- HEW 6 salary + 17% super and staff benefits

About The Role We’re looking for an experienced Executive Assistant to work closely with Swinburne’s Chief Information Officer (CIO) and Information Technology Leadership Team. This is a key role within a busy and dynamic environment, providing high-level, proactive and confidential support to senior leadership. You’ll become a trusted partner to the CIO, helping create structure around competing priorities and ensuring the day-to-day operations of the office run smoothly and effectively. You’ll manage complex diary and meeting arrangements, coordinate governance activities and key documentation, support travel and events, and work closely with senior stakeholders across the University. You’ll also play an important role in keeping priorities moving, monitoring key actions and deliverables, anticipating what’s needed next and ensuring the CIO and leadership team are well prepared and supported.

This role would suit an experienced professional who thrives in a fast-paced executive environment and takes pride in staying organised, responsive and one step ahead. You’ll bring exceptional attention to detail, strong communication skills and the confidence to build trusted relationships with stakeholders at all levels. A professional and proactive approach, combined with discretion and sound judgement, will see you make a valued contribution to a collaborative team.

About You To be suitable for this role you will need to have experience in the below key accountabilities:

- Provide high-level, proactive and confidential executive and administrative support to the CIO. Proactively manage and prioritise the CIO's calendar, taking account of competing commitments, preparation requirements and scheduling priorities.
- Liaise with internal and external stakeholders to coordinate meetings and events, including scheduling and associated logistics.
- Act as a key point of contact for enquiries directed to the Office of the CIO, exercising judgement in determining appropriate responses, priorities and escalation.
- Take ownership of queries where appropriate, resolving issues where required and escalating where outside of decision-making authority.
- Coordinate the preparation and timely provision of documentation, meeting papers,



presentations and briefing materials required by the CIO and IT Leadership Team for Executive Groups, Council, committees and other groups as required.
- Coordinate the planning and management of special functions and events including venue and supplier liaison and associated logistics.
- Process financial administration activities in accordance with university policies, procedures and delegated authorities.
- Identify and implement improvements to administrative processes and executive workflows within the CIO Office.

For further information please refer to the position description.

Qualifications

- Completion of a degree without subsequent relevant work experience; or
- An equivalent combination of relevant experience and/or education/training.

About Swinburne University Of Technology Swinburne’s strategy draws upon our understanding of future challenges. We choose to build Swinburne as the prototype of a new and different university – one that is truly of Technology, of Innovation and of Entrepreneurship. We are committed to a differentiated university proposition in education and research. Our Ad Astra strategy is the cornerstone of Swinburne’s bold ambition to lead globally in technology-driven education and research. This strategy positions us to create transformative solutions, empower learners, and partner with industry to thrive in an ever-changing world.

What We Offer You!

- Work your way with flexible working arrangements, including hybrid options and generous parental leave to support a balanced lifestyle.
- Exclusive staff discounts, including discounted Medibank health insurance, 50% off Swinburne courses and other partner offers.
- Swinburne offers 17% super and salary packaging options, including car leasing and extra super contributions.

Want to learn more? Head over to our benefits page !

To Apply

Please submit your CV and cover letter addressing the Key Selection Criteria and your suitability for this position.

To review the Position Description and to apply, please scroll down to the bottom of the page.





If you are viewing this advert from an external site, please click ‘apply’ and you will be redirected to Swinburne’s Jobs website to access the Position Description at the bottom of the page.

Please Note: Appointment to this position is subject to passing a Working with Children Check.

If you are experiencing technical difficulties with your application, please contact the Talent Acquisition team at [email protected]

Applications Close: November 18th at 11.30pm

Swinburne offers flexible working options contained in our leave and parenting/carer policies to support work-life balance.

Diversity, Equity and Inclusion

Swinburne has become a world-class university, driving social and economic impacts through science, technology, and innovation. As a dual-sector university, our vision is for people and technology working together to build a better world.

Central to our vision is our commitment to diversity, equity, and inclusion. We pride ourselves on being an equal opportunity employer focused on attracting, retaining, and developing excellent talent. We work to remove barriers related to gender identity, culture, ethnicity, sexual orientation, disability, and age.

Swinburne is proud to be recognised as an AWEI Gold Employer, reflecting our commitment to creating an inclusive workplace where LGBTQIA+ employees, students and communities can thrive.

We strongly encourage applicants from diverse Aboriginal and Torres Strait Islander communities.

Our Moondani Toombadool

Centre leads our Indigenous education and culture at Swinburne, guided by community wisdom and leadership.

We support applicants with disabilities, and reasonable adjustments can be requested at any stage of the recruitment process.

For reasonable adjustment requests - including accessible formats of the position description, application form, or other documents, please contact [email protected] or call +61 3 9214 3550.

Please note: this phone number is for disability and reasonable adjustment enquiries only. General enquiries about the role can also be emailed to [email protected].

Victoria’s Commitment to Action: Improving international student employment outcomes.

As a signatory to Victoria’s Commitment to Action, Swinburne seeks to remove barriers to international graduate employment. We welcome and encourage applications from international graduates.

📌 Executive Assistant, Information Technology (Melbourne)
🏢 Swinburne University Of Technology
📍 Melbourne