Administration Assistant

a well-organised person to join our dynamic and active team. Key responsibilities may include, but are not limited to: Providing personal assistant support to the Head of Department, including diary management, logistics, room bookings, travel, material preparation and/or other administrative activities. Providing operational support to staff, including facilities management, office and IT equipment, and enquiries relating to travel and credit card usage. Coordinating and participating in Department meetings including scheduling and preparing agendas. Organising events and seminars for the Department including arranging bookings, catering and room set up. Processing timesheet payments to casual academic staff, ensuring adherence to the relevant Enterprise Agreement. Responding to enquiries from Graduate Research students, regarding travel and reimbursements. Supporting the onboarding of new staff, honorary appointees, and visitors to the Department in accordance with WHS and other University requirements. Responding to, or appropriately escalating, queries to the School Operations Manager. Assisting with the design, development, and implementation of improvements to administrative systems, processes and procedures as required. ABOUT YOU Our successful applicant will have exceptional time management and organisational skills with the ability to coordinate and deliver on competing deadlines. You possess strong customer service skills and the ability to work effectively with diversified stakeholders. You are experienced in interpreting and providing advice across a range of policies and procedures. You have a proven track record in identifying, developing, and implementing administrative process improvement initiatives. ABOUT US Macquarie is a university engaged with the real and often complex problems and opportunities that define our lives. Since our foundation 58 years ago, we have aspired to be a different type of university. Over the years, we have grown to become the centre of a vibrant local and global community. We rank amongst the top employers in the Australian Workplace Employers Index, having recently earned a five-star rating in the QS World Rankings with the highest rating for employability. Take a look at the staff benefits on offer. By engaging with the world around us, Macquarie Business School helps provide students with the knowledge and insight to make a positive impact, produce innovative research, provide visionary analysis and demonstrate thought leadership. Macquarie Business School is on an exciting trajectory and aspires to be recognised as a leading global centre of business education and research, working in partnership with business and other stakeholders to transform the lives of our students, generate change in policy and practice, and make a positive impact in the world. HOW TO APPLY To be considered for this position, please apply online by submitting your CV and a separate (2-page maximum) cover letter that demonstrates how you meet the following selection criteria: Proven experience in administrative and personal assistant roles, preferably in higher education. Strong organisational and time management skills, with the ability to meet deadlines. Strong problem-solving skills, and the ability to work independently where needed. Excellent customer service and communication skills to engage with diverse stakeholders. High attention to detail and accuracy. Proficient in Microsoft Office (Word, Excel, Outlook). Specific Role Enquiries: Linda Ho, School Operations Manager – l.ho@mq.edu.au If you're already part of the Macquarie Group (MQ University, U@MQ, MQ Health, MGSM), you'll need to apply through your employee Workday account. To apply for this job: Login to Workday and go to the Careers App > Find Jobs. Applications Close: 30/04/2026 11:59 PM A Place Where You Belong At Macquarie, we believe diversity makes us stronger, inclusion drives our success, and belonging inspires us to do our best work. We are proud to foster a community where different backgrounds, identities, and experiences are valued, and where our people are empowered to thrive through supportive leadership, shared responsibility, and a deep commitment to genuine care and respect for our community. Find out more about our vision for a truly inclusive workplace in our Diversity, Inclusion and Belonging Framework . Flexible Work At Macquarie, we believe by providing flexibility in when, where and how work is done, we can support our staff to manage their personal commitments, while optimising their work performance and contributions to the University. See how we lead in flexible work to enable an outcome focused and inclusive workplace. To learn more about our culture and hiring process, visit our Jobs at Macquarie page.