Executive Assistant to the Head of Primary and Primary Administration Supervisor

At Citipointe Christian College, we are dedicated to excellence in education, seamlessly integrating faith and learning to empower students to flourish and serve both God and the wider community. With a legacy of over 45 years, our Christian staff have been pivotal in providing high-quality Christian education. About Us: Citipointe Christian College is a leading independent co-educational school in Carindale, Brisbane, with over 1800 students from Prep to Year 12. We blend Christian values, individualised care, and academic excellence to inspire students to achieve their personal best. Our community is strengthened through engaging activities and events that connect with families. Position Summary: The Executive Assistant to the Head of Primary plays a pivotal role in supporting the Head of Primary and the broader leadership team to ensure the efficient and smooth operation of the primary school. This position combines high-level personal assistance with supervisory responsibilities over a small team of administrative staff. The role involves managing communications, coordinating major events, overseeing administrative processes, and ensuring the Head of Primary’s time is optimally utilised. The Executive Assistant serves as a key point of contact for staff, parents, and external stakeholders, and contributes to the continuous improvement of administrative systems that support the educational mission of the school. Requirements Include: · Minimum of a Certificate III in Business or equivalent. · Proficiency with the Microsoft Suite would be an advantage · Written, current Pastoral reference Key Responsibilities: Executive Support · Maintain and manage the Head of Primary’s calendar, appointments, and travel arrangements. · Prepare meeting materials, prioritise urgent matters, and redirect inquiries appropriately. · Draft and produce professional correspondence, newsletters, and communications to staff, parents, and external stakeholders. · Screen phone calls, emails, and mail; respond or escalate as appropriate. · Serve as the first point of contact for the Head of Primary’s office, welcoming visitors and facilitating effective communication. Administrative Oversight · Supervise the operations of primary school administrative staff, including relief coordination, training, and performance feedback. · Lead administrative improvement initiatives in collaboration with the Head of Primary and Assistant Head of Operations. · Ensure accuracy and quality of content on the College website and Central Portal. · Manage procurement and budget reconciliation, including credit card statements and expense tracking. Event Coordination · Organise and coordinate key school events such as Parent Teacher Interviews, Awards Ceremonies and ANZAC Day Assembly. · Book venues, manage RSVPs, liaise with suppliers, and oversee logistics for gifts, trophies, and medallions. · Send invitations and notifications to VIPs and parents, and maintain detailed event templates and flow sheets. Data & Records Management · Utilise Synergetic to create tag lists, manage email groups, and track excursions. · Collate and enter student awards, maintain Queensland College of Teachers records, and manage professional development documentation. · Liaise with the Data Entry Officer regarding semester reports and edit Head of Primary comments. Relationship & Communication · Maintain professional relationships with students, parents, and colleagues. · Communicate in a timely, respectful, and effective manner across all levels of the school community. · Uphold confidentiality and communicate sensitive information appropriately when necessary. Other Duties · Maintain gift registers and send thank-you cards. · Shop for staff gifts for special occasions as directed. · Collate IPSHA responses and attend relevant meetings and school events. · Undertake any other duties as requested by the Head of Primary or their delegate. Selection Criteria: · Profess a Christian belief and regularly attend a church fellowship. · Model Christian character and living within the community, accepting Citipointe Christian College’s Statement of Faith. · Demonstrate strong skills in educational administration and clerical support. · Exhibit excellent written and oral communication skills, with a high degree of digital literacy (including word processing and database systems such as Synergetic). · Communicate professionally and effectively with staff, students, and parents. · Display outstanding interpersonal skills and the ability to work collaboratively within a team. · Show high levels of organisation, time management, and attention to detail. · Demonstrate adaptability to new and changing environments and technologies. · Maintain confidentiality and discretion in handling sensitive information. · Reflect on and seek to improve administrative practices through professional development and collaboration. How to apply: Applications can be emailed directly to: People Relations Subject Line: Executive Assistant to the Head of Primary & Primary Administration Supervisor Email: citipointe.qld.edu.au Please ensure your application includes the following information: A detailed Curriculum Vitae Current Working with Children Check (Blue Card) or ability to get one A written pastoral reference from the church you currently attend. Employment Information Collection Notice In applying for this position, applicants will be providing Citipointe Christian College with personal information. The College is committed to protecting the privacy and confidentiality of all applicants in accordance with the Australian Privacy Principles under the Privacy Act 1988 (Cth). The information collected may include details provided in your application, obtained during interviews, from your nominated referees, and from other inquiries made as part of the selection process. This information will only be used for recruitment and selection purposes. In the course of this process, the College may contact third parties such as referees or background check providers and may disclose relevant personal information as part of verifying qualifications, work history, and suitability for the role. All personal information will be stored securely and accessed only by those directly involved in the recruitment process. If your application is unsuccessful, your information will be retained for a limited period and then securely destroyed or de-identified, unless you consent to its retention for future opportunities. You may request access to your personal information held by the College and request corrections where necessary by contacting our People Relations Department.

Location: Cleveland, Queensland, AU

Posted Date: 11/16/2025