Executive Assistant

3 weeks ago

Sydney, Australia The Garvan Institute of Medical Research Full time

Garvan’s 2030: Discoveries to Impact Strategy is designed to galvanise Garvan’s researchers, professional staff, partners, donors and community around our vision of _Global leadership in discoveries to impact_, and to enable us as an Institute to deliver on that vision - such that Garvan becomes an institute where research discoveries are taken through to patient impact (new treatments, tests and prevention approaches), on a global scale.

THE OPPORTUNITY
If you thrive in a fast-paced environment, can be agile in high pressure situations and enjoy developing rapport with collaborators and strong stakeholder relationships, this role could be for you The Executive Assistant (EA) Pillar Operations is accountable for providing a high level of administrative services to Senior Faculty, to make it easy to do great science at Garvan.

Employment Type: Permanent part time 0.5 FTE role (19 hours).

This role has the flexibility to arrange it’s hours worked to fit your schedule, spread over a minimum of 3 days, or up to 5 days per week. The location of work involves a significant element of in-person presence (i.e. coming to the Garvan/TKCC).

SNAP SHOT OF BENEFITS
- Generous salary packaging to save you income tax on your wages thereby boosting your monthly take home pay (max. $15,900 general expenses + $2,650 meals/accom)
- Ample opportunities for on-going training and development
- Stimulating, diverse and highly international research environment
- Flexible work arrangements e.g. location, start / finish times etc
- 18 weeks paid parental leave for both parents including paid superannuation
- A range of additional leave types to meet your personal needs including cultural leave, conference leave, community service and study leave
- Discounted Health Insurance
- Lifestyle discounts with our community partners

WHAT YOU WILL DO
- Executive Support_
- Co-ordinate diaries and arrange appointments, meetings and functions as necessary
- Draft and co-ordinate correspondence
- Assist with preparing presentations (e.g. PowerPoint, Google slides)
- Arrange travel and conference registration including booking fares, accommodation and preparing itineraries for Senior Faculty, as directed by the relevant Faculty
- Plan social events and functions e.g. birthdays, other celebrations
- Assist in planning scientific events e.g., workshops, symposiums, conferences, retreats, including itineraries for guest speakers as required
- General Administration_
- Administer Workday processes, where delegated authority is provided, such as managing approvals; submitting job requisitions, change jobs and separations; generating & processing invoices, expenses & reimbursements; reconciling monthly credit card charges
- Prepare highlights for the Pillar(s) for inclusion in reports / newsletters, as required
- Co-ordinate visits from external guests including booking accommodation, organising itineraries
- Assist with new starter inductions
- Order stationery supplies and maintain office equipment
- Assist with budget administration as directed by relevant Faculty
- Support the Chief of Staff in identifying and implementing improvements to business processes, policies and procedures
- Liaise with internal stakeholders, senior management and high-end external stakeholders as required to undertake allocated accountabilities
- Management of Garvan Committees_
- Manage Garvan committees including scheduling, documenting and sharing agendas and minutes
- Follow up matters arising on behalf of the Chairperson
- Research Management_
- Provide research assistance (e.g. on-line library searching using Current Contents, Pubmed, Medline and other library databases)
- Format papers to comply with Journal guidelines i.e. references, figures and file formats.
- Work with the Research & Development office to maintain publication / manuscript records and related information; grants and related ethics compliance information (human and animal studies); and to prepare management reports detailing reporting requirements for secured grants and current status of research grants

ABOUT YOU
- A minimum of 3 years of experience across a range of executive support, office administration and secretarial tasks
- Administration experience in a research or academic environment or knowledge of scientific terminology highly desirable
- Excellent organisational and interpersonal skills
- Ability to multitask and prioritise tasks
- Excellent time management skills
- Attention to detail
- Well-developed verbal and written communication skills
- Advanced computer skills, with fluency in a variety of software packages including Word, Excel and PowerPoint, Dropbox, Google Drive
- Experience in the use of databases, layout of documents and reports, as well as using on-line library searching software
- Capacity to work with a high degree of independence
- Familiarity with budget administration, credit card reconciliations, purchasing and reimbursement management
- Experience p

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