Full-time Continuing position
Salary Academic Level HEW 8 + 17% Superannuation, with 4 days working in office
Based at the Melbourne CBD campus, and hybrid ways of working
About The Role
The Senior Executive Coordinator provides senior executive level to the Vice Chancellor and President (VC) RMIT University, to ensure the effective coordination to priorities, commitments and stakeholder engagement.
The role involves complex international/domestic travel bookings, event coordination, and delivering a broad range of executive administrative support. It requires strong attention to detail, critical judgement, discretion, and well developed organisational and time management skills. The position has considerable engagement with external agencies, government officials, and staff in other education institutions, as well as senior stakeholders across the University. It therefore calls for a calm, proactive individual with the ability to anticipate challenges and manage sensitive matters with professionalism and diplomacy.
The role proactively supports the effective operation of the Office of the Vice-Chancellor (OVC) through diligent planning and the execution of a diverse range of activities. In addition, this role will lead key process improvement projects, foster the RMIT Executive Assistant community, and provide data-driven insights to the VC's annual engagement activities. This role reports to and works collaboratively with the Chief of Staff to provide counsel on competing priorities and coordinate executive initiatives within a complex environment.
What You Will Do
Manage the VC’s diary in keeping with the VC preferences and identified strategic priorities encompassing all arrangements associated with organising internal and external meetings, teleconferences and events, balancing diary commitments with VC responsibilities outside of work and the provision of diary advice.
Ensure that conference and travel arrangements for the VC are managed efficiently and effectively, by flexibly organising travel itineraries, visa requirements, and conference registration as required.
Analyse the VCs annual time allocation by consolidating and categorising activity data into a structured framework and visual dashboard.
Deliver data-driven insights into engagement trends, highlighting the distribution of effort across key institutional priorities to support strategic reflection.
Lead strategic projects and initiatives in the RMIT Executive Assistant community to build capability, strengthen engagement, and drive consistency across the University, including mentoring, acting as a central liaison point, and promoting high standards of delivery.
Drive project and process improvements by partnering with senior stakeholders, engaging across Portfolios and Colleges, and collaborating with stakeholders to enhance efficiency, strengthen governance, and manage risks, while developing systems and procedures to improve the accuracy, timeliness, and presentation of the Vice-Chancellor’s work.
Contribute to the implementation of policy reviews (i.e. institutional travel policy) by improving approval processes and workflows to strengthen governance, ensure compliance, and enhance efficiency.
Apply policy knowledge and process analysis to optimise travel approval mechanisms, reducing compliance risk and supporting adherence among senior staff.
About You
You are a seasoned Executive Coordinator with strong experience specifically operating at C suit or Vice Chancellors level, with proven experience leading a cohort of Executive Assistant or administrators. Experience driving best practice and implementing innovative/process improvement initiatives is critical for success in this role.
To Be Successful In This Position, You’ll Have
Demonstrated experience in providing high-level support to a senior executive or equivalent in a large and complex organisation with significant experience in diary and travel management.
Proven experience leading and mentoring a cohort of other Executive Assistants and administrative staff is critical for success in this role.
Exceptional organisational skills and attention to detail, delivering accurate, high-quality work within tight deadlines.
Ability to thrive in a fast-paced, dynamic environment, demonstrating resilience and adaptability to changing priorities.
Demonstrated highly developed interpersonal, verbal and written communication skills and the proven ability to liaise effectively and discreetly with a wide range of management, staff and external stakeholders.
Proven capacity to prioritise tasks, be strategic, exercise discretionary judgment and solve problems independently in an environment of high volume of work and tight deadlines.
Demonstrated experience in supporting innovation/continuous improvement projects and led their role out with other executive assistants and
Proven ability to exercise critical judgment and diplomacy with an outcome focused approach.
Proven ability to maintain confidentiality and deal with sensitive and difficult matters in a diplomatic manner.
Proven ability to engage confidentially with an Executive Leadership Team and external parties and organisations ,with discretion and tact.
Proven capacity to proactively plan for future activities and support strategic needs.
Demonstrated high level of computer literacy and experience with digital enablement initiatives, including intermediate to advance proficient in Microsoft suite (Words, PowerPoint, and Excel), adept use of communication platforms such as Outlook and Teams, and experience with document management systems including SharePoint or similar technologies.
A knowledge and understanding of the tertiary education sector are highly desirable.
A tertiary qualification is highly desirable. Applicants without formal tertiary qualifications must have an appropriate level of professional expertise gained through experience support senior executive/s in a large complex organisation.
Please Note: Appointment to this position is subject to passing a Working with Children and National Police Check.
About the Group
To Apply
Please submit your CV and covering letter addressing the Key Selection Criteria for this position by clicking on the ‘Apply’ link at the top of this page.
For further information about this position, please see the Position Description hyperlinked below or contact Bianca Jenkins via email bianca.jenkins@rmit.edu.au.
RMIT is an equal opportunity employer committed to being a child safe organisation. We are dedicated to attracting, retaining and developing our people regardless of gender identity, ethnicity, sexual orientation, disability and age. Applications are encouraged from all sectors of the community, and we strongly encourage applications from the Aboriginal and/or Torres Strait Islander community.
In line with RMIT University’s commitment to a safe, respectful and inclusive environment, from 1 January 2026, the University will also consider gender-based violence (GBV) risk factors as part of our recruitment processes. All applicants will be required to complete a gender‑based violence declaration in accordance with the National Higher Education Code to Prevent and Respond to Gender-based Violence. Preferred candidates will also be required to undertake relevant pre‑employment background checks, including Working With Children Checks. Information provided will be treated confidentially and considered only for its relevance to the role and RMIT’s safety obligations.
At RMIT, we are committed to supporting adjustments throughout the recruitment and selection process, as well as during employment. We actively support and encourage people with disability to apply to RMIT (including alternate formats of application forms). To discuss adjustment requirements, please contact Dani, via talentsupport@rmit.edu.au or visit our Careers page for more contact information - https://www.rmit.edu.au/careers.
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