Position Vacant - Executive Assistant to the Principal
Executive Assistant to the Principal
A continuing, full time 'term time' position - see Hours.
The College:
Set in an area of outstanding natural beauty on the Range escarpment in Australia’s Garden City of Toowoomba, Fairholme College is one of Australia’ leading independent girls’ schools with around 900 students from Kindy to Year 12.
Fairholme students enjoy outstanding success in the academic pursuit (close to 95% of Year 12 students proceed to tertiary studies each year), as well as in sporting, cultural and service activities. Please explore further on the College website to learn more about Fairholme’s offerings and our students’ achievement
From the establishment of our predecessor school in 1908, through the move to our current location in 1917 and into the 21st century, Fairholme is committed to a student enrolment split roughly 40/60 between country boarders and Toowoomba day girls, and to single-sex girls’ education.
A College of the Presbyterian Church of Queensland, Fairholme is committed to creating a caring Christian community where all we do is undergirded by our Christian faith. Our vision statement outlines our charter:
Fairholme - a nurturing Christian school, is committed to the development of a vibrant learning community; one that challenges students to become confident and respectful contributors within our global society (2012). This statement is further exemplified in our five core values; Christ-centred Faith; Collaboration; Enjoyment; Respect and Seeking Excellence.
The Position
Position: Executive Assistant to the Principal
Responsible To: Principal
Reports To: Principal
Key Functional Relationships: Leadership team; Board of Directors; Staff; Students; Parents; Visitors; Community members and stakeholder groups.
Hours: Hours of duty will be 38 hours per week (8am to 4pm) during term time, for 43 weeks per annum. School Term Time equates to 37 weeks per annum and 6 weeks will be worked in the school holiday periods. Flexibility with working hours, to be able to work back after 4pm on a weekday when required and availability in holidays are important within this role.
The Person
We seek a committed, highly professional and appropriately experienced executive assistant wishing to join the College community.
The ideal candidate will:
- Support positively the Christian ethos, values and mission of Fairholme College;
- Be able to maintain the highest degree of confidentiality, diplomacy and tactfulness and engage positively within and beyond the College community at all times;
- Be experienced in the provision of high level of executive and administrative support to a Senior Manager on a day-to-day basis; a strong working knowledge and understanding of a school environment will be looked upon favourably;
- Be an effective communicator with highly professional written and verbal communication skills and the ability to develop positive relationships with all stakeholders through a calm and warm demeanour;
- Have flexibility of approach with the ability to adapt to the quickly changing requirements of day-to-day office activity;
- Possess well developed time and project management skills and be able to work autonomously and prioritise work in order to meet deadlines;
- Have highly developed skills in the use of the Microsoft Office suite, the College’s database - Synergetic and a disposition for skills advancement in technology;
- Be meticulous in diary management, record-keeping and file organisation processes.
Working with Children:
As a College we are committed to the health and wellbeing of all our members and, in particular the welfare of all students in our care. As such, staff members are committed to prevention, identification and reporting of child abuse and neglect and adherence to the Child Protection Policy and the Staff Code of Conduct, both of which are available here (below) on the College web site.
Whilst such policies have direct relevance to boarding, coaching, nursing and teaching staff, all prospective candidates are requested to read the following documents prior to submitting an application. Our responsibilities to work respectfully and thoughtfully with all, and particularly the young people in our care, are shared across all staff, evident in our demeanour, as well as our adherence to policy requirements.
Successful candidates are required to undergo a screening process prior to appointment and must comply with all College policies and relevant legislation related to student protection.
Workplace Health and Safety
As a member of the College staff are required to follow all workplace, health and safety requirements that include but are not limited to:
- Adherence to and working knowledge of policy requirements;
- Cooperation with audit, professional learning and training/drill processes;
- Meticulous attention to reporting responsibilities and record-keeping obligations in relation to all workplace, health and safety matters.
Communication Skills
- The ability to work collaboratively with work colleagues, and to communicate clearly and enthusiastically with staff, students, and families.
- An ability to support and enact a restorative practices approach to conflict resolution is required. See Restorative Practices at Fairholme ›
Position Overview
The Executive Assistant to the Principal is a key member of the Fairholme College community, providing warm, professional, and highly organised support to the principal. The role requires someone who is relational, proactive, calm under pressure, and committed to excellence in both people engagement and administrative practice. The Executive Assistant exercises the utmost discretion and professionalism, ensuring the Principal’s Office operates efficiently, confidentially, and to a consistently high executive standard.
Key Areas:
Ethos and Culture
- Build positive, respectful relationships across the College community, demonstrating warmth, discretion, and professionalism.
- Support the unique environment of an independent boarding school.
- Contribute to a culture of kindness, respect, curiosity, compassion, and restorative practice.
- Represent the Principal and College with diplomacy, discretion, and grace.
- Model and support the Christian ethos and mission of the College.
- Foster a positive, collaborative, team‑based culture.
Executive Support
- Manage complex diaries, calendars, meetings, events, and travel with accuracy and foresight.
- Coordinate communication on behalf of the Principal, including email, phone, and written correspondence.
- Prepare high‑quality reports, papers, briefings, and presentations.
- Maintain meticulous, confidential records and document management systems.
- Liaise confidently with staff, Board members, parents, and external organisations.
- Work collaboratively with other Executive Assistants to ensure integrated executive support.
- Gather information, prepare documentation, and support informed decision‑making.
- Ensure the Principal’s Office operates smoothly and in compliance with policies and governance requirements.
- Bring initiative, flexibility, and calmness to a dynamic executive environment.
Administrative Support
- Prepare agendas, minutes, and meeting documentation with accuracy and confidentiality.
- Maintain filing systems and version control.
- Assist with College calendar updates and coordination.
- Support the planning and delivery of College events and community activities.
- Provide operational and HR‑related administrative support as required.
- Contribute to continuous improvement of administrative systems and workflows.
- Proofread and produce documents aligned with the College Style Guide.
Skills and Attributes
- Confident, proactive, and highly organised, with strong judgement and the ability to work effectively under pressure.
- Composed and professional in a busy executive environment.
- Exceptional organisational, administrative, and problem‑solving skills.
- Proven ability to manage competing priorities, meet deadlines, and maintain strict confidentiality.
- Polished interpersonal, verbal, and written communication skills.
- Demonstrated experience preparing accurate, high‑quality correspondence, reports, and briefings.
- Strong proficiency in Microsoft Office, and database management.
- Discreet, trustworthy, adaptable, and dedicated to supporting the Principal and College community.
- Energetic, service‑oriented, and motivated by contributing positively to others.
- Alignment with the organisation’s values.
- Relevant qualifications in Business or Administration (or equivalent experience).
- Experience supporting senior executives or leadership teams in complex organisations.
Other Duties
The Principal may require the Executive Assistant to undertake other duties from time to time (subject to the person’s ability to perform such duties) and in keeping with their role.
The Package
The appointment is currently under the conditions of the Fairholme College Collective Agreement and will attract proportional time release and remuneration.
Applications
Applications, which close on Monday 23 March 2026, should include a cover letter and include a full curriculum vitae (no longer than four A4 pages, font: Calibri, size 12) with the following details:
A written response which:
- Includes personal details including name, address, contact details, religious affiliation, Blue Card details, and employment history
- Outlines your experience in each of the key areas;
- Explains the appeal of the position to you personally; and
- Discusses your alignment with the College’s values and mission; and
- Lists names and contact details of 3 referees.
*The College reserves the right to contact other persons who may have relevant knowledge of your qualifications and experience.
Applications due:
Monday 23 March 2026
Applications to:
Mrs Colette Whell
Administration Manager
Fairholme College
PO Box 688
TOOWOOMBA 4350
Email: [email protected]
Phone: 07 4688 4688
Selection Process
The interview panel will review applications and determine a short list. Short listed candidates may be required to submit a current Police Check as part of the process. Non successful candidates will be advised via email once the interview process has been completed and the successful candidate appointed.
Proudly a College of the Presbyterian Church of Queensland
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