Office Manager and Executive Assistant to Head of Campus

About Us

Caulfield Grammar School is an internationally recognised, independent, co-educational school offering exceptional education from Early Learning to Year 12. With more than 3,700 students and 1,000 staff across our Caulfield, Malvern, Shelford and Wheelers Hill Campuses, and the Caulfield Ascend student experience programs in Yarra Junction and Kakadu, we continue to innovate and inspire. High-quality learning through exceptional teaching sits at the heart of everything we do —ensuring meaningful learning every day, in every experience, for every learner, for life.

Shelford Campus

Opening in 2027 in the heart of Caulfield, Shelford Campus will be Caulfield Grammar School’s newest Junior School. The campus will initially offer exceptional education for students in Prep and Years 4–6, before growing into a full Prep to Year 6 Junior School. This represents a once‑in‑a‑career opportunity for a founding team to shape the culture and community from the ground up, delivering high‑impact learning in an outstanding purpose‑designed environment.

The Role  

This is an exciting opportunity to play a pivotal role in the establishment and day-to-day success of our new Shelford Campus.

Reporting to the Deputy Principal - Head of Shelford Campus, the Executive Assistant & Office Manager will provide high-level executive support while coordinating key operational functions that enable the smooth and effective running of the Campus. Working closely with the Campus Leadership Team, you will be responsible for managing complex administrative activities, coordinating meetings and events, overseeing daily organisational requirements and ensuring efficient operational processes are maintained.

As the trusted support partner to the Deputy Principal - Head of Campus, you will exercise sound judgement, discretion and initiative in managing priorities, communications, diary commitments and confidential matters. At the same time, you will play a critical role in supporting the daily delivery of the teaching and learning program through staff scheduling, relief teacher coordination, room allocations and operational planning.

As a founding member of the Shelford Campus team, you will help shape a welcoming, professional and highly organised environment that reflects the values of Caulfield Grammar School and supports an exceptional experience for students, families and staff. This is a unique opportunity for an experienced administrator who thrives in a fast-paced environment and enjoys balancing executive support, operational coordination and stakeholder engagement.

This is a 2-year fixed-term full-time opportunity.

Key Responsibilities:

• Provide high-level executive support to the Deputy Principal - Head of Campus, including diary management, meeting coordination and correspondence.
• Manage complex schedules, appointments and competing priorities to maximise efficiency and effectiveness.
• Coordinate campus meetings, events, functions and special projects, ensuring all logistical requirements are met.
• Prepare agendas, minutes, reports, briefing papers and other professional documentation.
• Manage confidential information with the highest level of discretion, professionalism and integrity.
• Support the preparation and distribution of internal and external communications.
• Coordinate campus operational processes to support the smooth delivery of the teaching and learning program.
• Develop the Shelford Campus timetable, ensuring the effective allocation of teaching staff, specialist programs, learning support, duties, relief coverage and shared spaces to support the efficient operation of the school.
• Oversee daily staff absences, relief teacher engagement and staffing allocations.
• Coordinate room bookings, room changes and operational scheduling requirements across the campus.
• Monitor and support staffing arrangements for excursions, incursions, professional learning activities and other campus events.
• Assist with financial administration, including expenses, invoices and office-related accounts processing.
• Maintain accurate records, documentation and filing systems.
• Provide exceptional customer service and build positive relationships with students, families, staff and the wider school community.
• Participate in campus operations and continuous improvement initiatives.
• Uphold the School's commitment to Child Safety, ensuring the wellbeing, safety and dignity of all students at all times.
• Model and live the Caulfield Grammar School values and behaviours.

Skills and Qualifications:

• Employment Working With Children Check.
• Experience in an Executive Assistant, Personal Assistant or similar senior administrative role.
• Demonstrated experience providing high-level support to senior leaders.
• Experience coordinating complex schedules, meetings, events and competing priorities.
• Strong understanding of operational administration and stakeholder management.
• Experience in an educational setting will be highly regarded.
• Exceptional written and verbal communication skills.
• Proven ability to prepare professional reports, correspondence and executive documentation.
• Outstanding organisational, time management and prioritisation skills.
• Experience in managing staff timetables, relief staffing arrangements and daily operational logistics.
• Proficiency in school management systems, rostering platforms is advantageous
• High-level proficiency in Microsoft Office, Apple Suite and school administration systems.
• High level attention to detail and accuracy.
• Strong analytical thinking and problem-solving capability.
• Ability to work independently while maintaining strong collaborative relationships.
• Demonstrated ability to manage confidential and sensitive information appropriately.
• Excellent customer service skills and commitment to delivering high-quality support.
• Social media and digital communication experience is desirable.

For further information please see Position Description.

Why Caulfield Grammar School

Our culture is defined by the five values: Pursuing Excellence, Inspiring Creativity, Thriving Together, Embracing Diversity, and Living Wholeheartedly. These values guide the way we work together with passion and authenticity based on our guiding principle of a Mind for Life.

For more information about pursuing a career of excellence at Caulfield Grammar School, please visit our Shelford Campus Careers Page.

Our Benefits

• Competitive salary packages with 13% superannuation
• Continuous professional development and learning opportunities
• State-of-the-art facilities and innovative resources
• A year‑round focus on health, wellbeing and balance
• Employee Assistance Program (EAP) for confidential support
• Exclusive employee perks through the BENY benefits app
• Access to ISV resources and professional networks

How to Apply

Please submit your application by clicking on the APPLY button to be directed to our website.

Enquiries: **********@caulfieldgs.vic.edu.au

Applications Close: Monday 31 August 2026.