The University of Notre Dame Australia Careers

Executive Support Officer, School of Medicine
Fremantle Campus
Full-time opportunity, Continuing contract

• Friendly and collaborative work environment
• Rewarding opportunity offering career development
• Level 6 from $91,880 + 14.50% super

About the university

The University of Notre Dame Australia is a private Catholic University with over 1,000 permanent staff providing an exceptional educational experience to over 12,000 students across our Fremantle, Broome, and Sydney campuses, as well as clinical schools in Victoria and New South Wales.
 
About the role

Reporting to the Associate Director, School Operations, you will provide administrative and executive support to the Dean of Medicine, on project management deliverables across a range of strategic academic matters, as well as working collaboratively within the team.

Key Responsibilities

• Provide high level, confidential executive support to the Dean including correspondence, emails and other digital data source management, visitor and diary management, internal and external meeting and function arrangements nationally, conference and travel arrangements, credit card/financial reconciliation, records management, preparation of correspondence, briefing papers and presentation materials.
• Provide administrative support for high-level committees, forums and meetings, including preparation of high-quality presentations, agendas and papers, minute-taking, distribution of materials, and timely follow-up action.
• Provide high-level executive support to senior School leadership, including Deputy Heads of School across campuses, with responsibilities including proactive diary and meeting coordination and coordination of travel and accommodation arrangements
• Act as the National School’s primary administrative liaison with the Office of Marketing and Communication, coordinating School inputs and priorities, including oversight of website content to ensure information is accurate and current and maintenance of a national database of academic, adjunct and professional staff.
• Support the Dean of Medicine and Deputy Heads of School with coordinating and updating National School marketing and promotional materials as required.
• Provide high-quality administrative support across a range of operational and portfolio activities, such as Open Days and OSCEs, working collaboratively with key stakeholders and internal business units to plan, coordinate and deliver successful School initiatives.
• Liaise with key external stakeholders on behalf of the Dean and act as the School’s primary administrative point of contact for Graduation.
• Apply and maintain appropriate and consistent systems, including document control, to ensure that executive support is consistent, compliant and flexible across the portfolio.
• Act as the National School’s primary administrative point of contact for Advancement, coordinating National School inputs and priorities relating to alumni engagement and scholarships. This includes supporting the maintenance of alumni and scholarship databases and coordinating the School's contributions to scholarship activities and initiatives.
• Maintain effective working relationships by participating as an effective and flexible member of the team, contributing to the planned goals by completing tasks in an accurate and timely manner, and fostering a culture of collaboration and continuous improvement through assisting with streamlining processes, communication lines and support services.

Qualifications, skills & experience

• A Bachelor degree in a relevant discipline, or an equivalent combination of relevant experience and/or education/training.
• Extensive administrative experience supporting an executive function in a complex organisation Experience.
• Demonstrated experience working in a fast-paced administrative environment within a University setting, or other relevant context.
• Demonstrated knowledge/experience of academic processes within higher education.
• Highly developed communication skills, both written and oral with the ability to build relationships, engage and foster collaboration.
• Demonstrated proficiency in Microsoft Office suite, particularly in Excel to collate data for a variety of purposes including financial tracking.
• Highly developed time management skills with an ability to manage concurrent detailed matters from beginning to end.
• Proven record of preparing high quality documentation with excellent accuracy and attention to detail.

Benefits

• Fitness Passport on offer
• Generous training and development opportunities.
• Friendly and collaborative working environment.

How to apply

Please apply online with a resume and cover letter outlining your suitability for the role.

Applications closing date: 25 March 2026

For further information on how to apply, please visit: How to apply | Notre Dame

Applicants are expected to have current and valid work rights in Australia.

Aboriginal and Torres Strait Islander people are encouraged to apply.      

The University of Notre Dame Australia seeks to increase the diversity of our workforce to better meet the different needs of the University and its stakeholders and to improve equal opportunity outcomes for our staff.

Contact us

Please direct your queries regarding this role to Melissa Schmidt, melissa.schmidt@nd.edu.au

Unsolicited contact from recruitment agencies will not be entertained.