Executive Assistant to the Deputy Principal – Head of Malvern Campus

Caulfield Grammar School is an internationally recognised, independent, co-educational school committed to providing exceptional educational opportunities from Early Learning through to Year 12. With over 3700 students across 5 campuses and our Student Experience Programs in Yarra Junction and Kakadu, Caulfield Grammar passionately strives to deliver innovative specialist educational programmes enabling quality learning every day, in every experience, for every learner, for life.

This is a rare and exciting opportunity to join Caulfield Grammar School as the Executive Assistant to the Deputy Principal – Head of Malvern Campus, on a full-time and permanent capacity. We are seeking an experienced and highly capable professional with exceptional organisational skills, meticulous attention to detail and the ability to exercise sound judgement when managing complex and confidential matters. As a calm, organised and forward-thinking EA who thrives in a busy executive environment and takes pride in anticipating needs before they arise, you will bring maturity, sound judgement and the ability to build strong relationships at all levels, and act as a trusted partner to the Deputy Principal by anticipating needs, managing priorities, and ensuring effective flow of information across key school stakeholders.

Success in this role will require outstanding communication skills, the capacity to navigate competing priorities with confidence and an unwavering commitment to the highest standards of professionalism. As a key member of the Deputy Principal’s office, you will play a significant role in enabling leadership effectiveness and shaping the daily operational rhythm of a highly dynamic environment. You will be responsible for managing critical workflows, coordinating high-level meetings and events and ensuring the Deputy Principal’s priorities are delivered efficiently to a consistently high standard and identify opportunities to streamline administrative processes and improve efficiency across the campus. The EA to the Deputy Principal will operate with a high level of autonomy, proactively resolving issues and ensuring smooth day-to-day operations of the Deputy Principal’s office.

Key Responsibilities:

• Provide high-level executive support to the Deputy Principal, demonstrating professionalism, discretion and strong decision-making capabilities.
• Manage a complex and dynamic calendar, including scheduling appointments, coordinating stakeholder engagements and preparing daily briefing materials.
• Coordinate and support a broad range of meetings, events and functions, including all logistical requirements such as room bookings, catering and documentation.
• Prepare high-quality documents, briefings, agendas, and concise minutes of meetings to support timely and effective decision-making.
• Maintain organised and accessible file and document management systems, and oversee accounts receivable, payable and expense processes in alignment with school policy.
• Support strategic projects with strong administrative oversight and ensure follow up actions are completed.
• Contribute to the smooth and efficient operation of the campus by ensuring effective scheduling, timely communication and consistent delivery of administrative support.
• Model and live the Caulfield Grammar School values and behaviours.

Skills and Experience:

• Minimum of 3 years' experience in a personal or executive assistant role.
• Experience in writing executive level reports.
• Experience in an educational setting is highly advantageous.
• High levels of written & computer literacy.
• Excellent customer service and relationship management.
• Outstanding communication skills.
• Exceptional attention to detail, organisational, time management and prioritising skills.
• High level of analytical thinking and problem-solving skills.
• Proven ability to work independently.
• Advanced Microsoft and Apple Suite skills.
• Hold or willing to obtain an Employment Working With Children Check.

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 further information please see Position Description.

Our Benefits:

• Competitive base and 13% Superannuation.
• Continuous professional development opportunities.
• Access to outstanding facilities and resources with free onsite parking.
• Health & Wellbeing activities throughout the year.
• Employee Assistance Program (EAP).
• Access to BENY app with discounts exclusive to Caulfield employees.

Enquiries: Employment@caulfieldgs.vic.edu.au

Applications Close: 23 August 2026 however please note applications may be reviewed and screened upon submission so please apply today.

Caulfield Grammar School is committed to ensuring the safety and wellbeing of our School community. All employees, direct/indirect contact volunteers, third party contractors and external education providers are required to comply with our Child and Youth Safe Policy and our Child and Youth Safe Code of Conduct. Applicants will be required to undergo background checks as per the Schools Security Vetting Policy and guidelines.