Executive & Administrative Coordinator

Holmesglen Institute is a leading provider of vocational and higher education in Victoria, with over 40 years of experience and 140,000 graduates. As one of the largest government-owned TAFEs, we offer 600+ courses across multiple campuses, including Chadstone, Moorabbin, Glen Waverley, Eildon, and Melbourne's CBD. Our hands‑on learning approach is supported by state‑of‑the‑art facilities and strong industry partnerships, ensuring students gain the skills needed for successful careers. We foster a supportive, inclusive environment that encourages both staff and students to grow, innovate, and make a positive community impact. The Opportunity Full‑Time | Ongoing contract of employment. PW5 $74,742 - $80,407 per annum pro rata + 12% super + leave loading (dependent on qualifications and experience). Chadstone Campus onsite parking with close proximity to public transport. The People Experience department supports the Institute to achieve its strategic objectives by maximising the capacity and capability of our people. The department plays a vital role in identifying and overcoming relevant internal and external challenges to help build and maintain a sustainable, resilient and capable workforce. The team facilitates and supports all core areas of HR, including strategic planning, cultural advice and initiatives, capability enhancement, occupational health and safety, workforce planning, talent acquisition, recognition and engagement, performance management, and workforce relations. The Executive & Administrative Coordinator is a key support role within the People Experience department, responsible for developing and maintaining administrative systems, standards, and processes that enable efficient departmental operations and committee support. This role provides high‑level executive assistance to the Associate Director – People, ensures smooth day‑to‑day functioning of the department, and acts as a central point of contact for internal and external stakeholders. The role requires a proactive and service‑oriented approach, with a strong focus on quality, compliance, and continuous improvement. It oversees the financial management of the department and contributes to departmental projects and events. As an Executive & Administrative Coordinator, you will: Manage administrative, reception, and information services to support the efficient operation of the People Experience department. Coordinate and implement administrative processes, standards, and quality documentation in line with Institute and government requirements. Act as the first point of contact for HR enquiries, delivering timely, high‑quality customer service across phone, online, and in‑person channels. Provide comprehensive, high‑level administrative and Executive Assistant support to the Associate Director, People and the People Experience Department, including diary management, meeting and travel arrangements, documentation preparation, and relationship management. Monitor and manage departmental expenditure, process invoices and purchase orders, maintain detailed financial records, and prepare regular budget forecasts and reports to support proactive and efficient financial management. To be successful, you’ll have: Demonstrated experience in managing complex administrative operations, including office systems, document management, workflow coordination, and compliance with organisational policies and quality systems. Proven ability to set priorities, manage multiple tasks under pressure, apply continuous improvement processes, and interpret data for reporting and decision‑making. Solid understanding and experience in HR‑related administrative functions, with a strong emphasis on privacy, confidentiality, and adherence to relevant governance and compliance frameworks. Ability to communicate effectively with all stakeholders, taking accountability for the delivery of work and outcomes, in a flexible, proactive manner. WWCC and Police Check: Appointment to this position is dependent on obtaining an ‘employee’ Working with Children Check, and a valid Police Check within the last 12 months. Our commitment to you At Holmesglen Institute, we are committed to fostering a safe, supportive, and flexible workplace where our employees can thrive both personally and professionally. We’ve implemented strong systems and ongoing support to ensure our staff can work and deliver in a safe and adaptable environment. Our team benefits from a range of wellbeing initiatives, access to the Employee Assistance Program, and opportunities for professional and career development. We offer paid parental leave and flexible work arrangements to support a healthy work‑life balance. Holmesglen is a child safe and equal opportunity employer. We are dedicated to attracting, retaining and developing our people. We value diversity in our workforce and encourage people from all backgrounds, abilities, and identities to apply for roles within our organisation, including the Aboriginal and/or Torres Strait Islander community. Here's how to apply Please submit your updated resume and a short cover letter . We commit to respond to every applicant. For a confidential discussion regarding this role, please contact Cathy Daly, Associate Director – People Experience at (emailprotected) . For further information relating to this opportunity and to view the position description , please click here. Applications for this position close on 11:59 pm Sunday 30th November 2025. Employees attending certain workplace settings, including health and care facilities, may be required to be meet mandatory vaccination obligations. If you require specific support to apply for this position or have any application queries, please contact the People Experience Department at (emailprotected) or on and we will work with you to identify the best way to assist. #J-18808-Ljbffr