Administrative Officer/Secretariat (Sydney)

GIT is a start-up company in the process of registering as an Institute of Higher Education, and seeks expressions of interest for the position of Administrative Officer/Secretariat. Initially, the Administrative Officer/Secretariat will form part of a team responsible for the registration and course accreditation application to the Tertiary Education and Quality Standards Authority (TEQSA). The role reports directly to the CEO and the Board of Directors. The Administrative Officer/Secretariat is responsible for undertaking administrative tasks to support the project and take accurate minutes and provide administrative support to boards and committees. They also support project managers by handling administrative tasks, tracking project progress, maintaining documentation, and ensuring compliance with established procedures. This role facilitates communication between team members and stakeholders to keep projects on schedule and within budget. It is essential that the successful candidate is available to work on Thursday afternoons to provide Secretariat support to Boards and Committees. Other days can be negotiated. The successful candidate is expected to:
• contribute to the efficient functioning of the team to meet GIT’s objectives.
• demonstrate appropriate and skilled workplace behaviours.
• promote and support an inclusive workplace culture which values diversity and embraces the principles of equal opportunity.
• perform their responsibilities in a manner which reflects and responds to continuous improvement Key responsibilities: Responsibilities of the role include, but are not limited to:
• Meeting Support & Minute Taking: o Schedule, coordinate, and take detailed minutes at meetings of boards and committees. o Tracking meeting action items and follow up from initiation to completion. o Provide administrative support to Chairs of Boards and Committees
• Document Formatting and Management: o Maintain document and policy registers, and version control of approved documents; managing documentation systems (e.g., SharePoint). o Format documents according to set styles and undertake finalisation procedures after approval.
• Project Scheduling & Tracking: o Assist with project schedules and liaison with stakeholders and team members.
• Reporting: o Assist in preparing project reports, as required.
• Communication: o Act as a central point of contact, managing project inboxes and access to SharePoint, responding to queries, and preparing correspondence.
• Resource Coordination: o Assist with tracking project expenses, preparing simple expenditure reports, processing invoices, and ordering resources.
• Provide support to the CEO/Board of Directors and other committees as required.
• Any other duties as reasonably requested. Key Capabilities :
• Software Proficiency in MS Office (Excel, Word, PowerPoint); experience with SharePoint is advantageous.
• Well-developed organisational skills and high attention to detail and ability to handle multiple tasks under pressure.
• Excellent written and verbal communication for taking accurate minutes and creating reports; ability to take minutes of higher education course committees is highly regarded.
• Well-developed interpersonal skills with demonstrated ability to liaise effectively with a wide range of stakeholders.
• Several years’ experience in administrative support or secretariat roles; experience working in the Higher Education sector is desirable.
• Demonstrated understanding of, and commitment to, the requirements of confidentiality and flexibility. Application Process To apply, please forward your covering letter addressing the Key Capabilities, together with a copy of your Curriculum Vitae to *******@graduateinstitute.com.au by 29 May 2026. Apply on Kit Job: kitjobau.com/job/3ro0ao