Balwyn High School is a large and high performing Victorian government school, renowned for excellence in learning, teaching, and leadership. Operating at a scale and standard comparable to leading independent schools, BHS continues to invest in exceptional people and innovative systems that support our "Creating Futures" vision.

The Executive Assistant (EA) to the Principal provides high-level executive and administrative support to the Principal, ensuring the effective operation of the Principal's Office and the smooth coordination of school leadership, governance, and communications.

This role requires outstanding professionalism, discretion, and initiative, with the ability to anticipate needs, manage complex priorities, and maintain productive relationships with internal and external stakeholders.

This role is a permanent role, starting mid Nov 2025, or 27/01/2026 – based on the availability of the successful candidate.

Key Responsibilities:

1. Executive Support

Provide comprehensive, confidential executive support to the Principal.

Manage the Principal's schedule, correspondence, and travel arrangements with precision and foresight.

Assist the Assistant Principals with calendar management, room/facilities bookings, and other tasks as required

Draft, edit, and proofread correspondence, briefings, and reports to a professional standard.

Prepare agendas, minutes, and documentation for high-level meetings and events.

Ensure the Principal is well briefed for all engagements and that follow-up actions are monitored to completion.

2. Governance and Leadership Coordination

Support the Principal as Executive Officer for School Council and its subcommittees, preparing agendas, papers, minutes, and providing administrative support for School Council elections (together with the Business Manager).

Monitor the currency of School Policies and initiate review processes prior to "review by" dates

Support the Principal and Leadership Team in the development of key strategic documents including the Annual Report, Strategic Plan, and communications to the school community.

Liaise with the Department of Education, community partners, and other stakeholders on behalf of the Principal.

Coordinate confidential briefings, interviews, and special projects as directed by the Principal.

3. Office and Communication Management

Oversee the efficient running of the Principal's Office, maintaining a professional and welcoming environment.

Manage incoming communications, prioritising matters for the Principal's attention.

Maintain organised and secure digital record systems using platforms such as SharePoint, DocuSign, and Power Automate.

Assist in drafting correspondence and newsletters to parents, alumni, and community partners.

Ensure supplies for events, corporate and staff gifts, and catering are ordered in a timely manner; developing supplier relationships as necessary

4. Strategic and Operational Support

Anticipate and manage issues that require the Principal's awareness or intervention.

Provide support for key school initiatives (e.g. the Leadership Development Program, celebration of World Teachers Day, catering for meetings and events) and major events (e.g. the annual leadership retreat, Presentation Night, open days).

Manage the ordering, stock levels and distribution of student leadership badges.

Support the Principal in implementing modern workplace practices and AI-driven efficiencies in communication and workflow.

Support the HR Manager with administrative tasks such as organising offsite leadership interviews, ordering of staff badges, maintaining and updating the New Staff Induction manuals

Collaborate with the HR Manager, Business Manager, and Assistant Principals to ensure alignment between leadership operations and school priorities.

5. Professional Standards and Discretion

Uphold strict confidentiality on all sensitive matters.

Exercise sound judgement and diplomacy when managing communications or resolving issues.

Represent the Principal's Office in a manner that reflects the school's professionalism, culture, and values.

Applicants should register and apply via School Jobs Vic: https://www.vic.gov.au/school-jobs - job #1500296

Information about Balwyn High School, its ethos, programs, the Strategic Plan, Vision, Values and Mission Statement can be obtained at our website: https://www.balwynhs.vic.edu.au/

Applications close at midnight on Sunday 2nd November.

Instructions

Applicants are free to structure applications in any manner they choose, but must ensure that the following are included:

a specific response to each of the selection criteria. It is suggested that applicants limit their response to not more than 3 pages.

the names and contact details of up to three referees who can provide information in relation to the key selection criteria.

Key Selection Criteria

Applicants must address the following criteria:

1. Qualifications and Experience

Required: experience as an Executive Assistant supporting a Principal, CEO, or senior executive within a complex organisation.

Desirable: tertiary qualifications in Business Administration, Management, or similar.

2. Executive Support and Organisation

Demonstrated ability to provide high-level executive support, manage multiple priorities, and meet tight deadlines with accuracy and initiative.

3. Communication and Interpersonal Skills

Exceptional written and verbal communication skills, including the ability to prepare professional correspondence, reports, and presentations. Demonstrated capacity to engage with a wide range of stakeholders with professionalism and diplomacy.

4. Digital and Systems Literacy

Advanced proficiency in Microsoft 365 (Outlook, Word, Excel, PowerPoint, SharePoint) and digital workflow tools (e.g., DocuSign, Power Automate). Capacity to identify and implement technological improvements that enhance efficiency. Please note that Excel skills may be tested as part of the interview process.

5. Professionalism and Confidentiality

Proven ability to handle sensitive information with integrity, discretion, and a high level of emotional intelligence.

6. Alignment with School Values

Commitment to Balwyn High School's values, and to fostering a culture of excellence and continuous improvement consistent with the school's Creating Futures vision.

Additional Requirements:

Current Working with Children Check.

Availability to work flexible hours to support School Council and Principal events. (Time in Lieu applies per the Victorian Government Schools Agreement (VGSA) 2022).

Australian work rights are essential for this position.

Why Join Us?

Collaborative Culture: Work within a dynamic and supportive team at Victoria's leading public school.

Convenience: Onsite parking and access to a canteen at a non-CBD location.

Community Impact: Contribute to the success of over 2,500 students and staff.

10 weeks of paid annual leave during Victorian school holiday breaks.