Executive Assistant

7 months ago

Sydney, Australia The Garvan Institute of Medical Research Full time

The Garvan Institute of Medical Research brings together world leading researchers and clinicians, collaborating locally and globally, to improve human health. Our mission is to harness all the information encoded in our genome to better diagnose, treat, predict and prevent disease. From the individual patient with rare disease, to the many thousands affected by complex, widespread illness, we are pioneering discoveries across diseases that have the deepest impact on our community.

THE OPPORTUNITY

Exciting newly created role to make your own The Executive Assistant (EA) reports to the Chief of Staff (Executive Office) and is responsible for providing professional administrative support to the Executive Director (ED) and Chief Operating Officer (COO), and ensures the smooth operations of the Executive Office and provides excellent service to the Institute. Given the nature of this role we do require the successful appointee to work predominantly on site.

**Salary**: Up to $105,000 + 11% super + salary packaging

Employment Type: Permanent full time

SNAPSHOT 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. start / finish times- 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- Executive level administrative support including management of a busy diary and schedule for the ED and COO.-
- Proactively respond to enquiries from internal and external individuals, groups and organisations with a high level of professionalism and discretion- Triage enquiries to the Executive Office and direct to the Chief of Staff or other relevant staff where appropriate.- Arrange meetings and other activities sponsored by the Executive Director and/or Chief Operating Officer.- Arrange travel including booking fares, accommodation and preparing itineraries.- Assist in planning events e.g., workshops, symposia, conferences, retreats, including itineraries for guest speakers as required.

Secretarial support for Garvan Leadership Team (and other Garvan committees/forums)- Provide secretarial support for Garvan Leadership Team (GLT) meetings, and other committees chaired by the ED, including scheduling, documenting, sharing agendas, minutes, and actions.- Provide secretarial support for the Senior Professional Leaders Forum, and other committees chaired by the COO as delegated, including scheduling, documenting, sharing agendas, minutes and actions.

Executive Office Administration- Proactively work to ensure the smooth functioning of the Executive Office, e.g. Greeting visitors, setting up meeting rooms, arranging catering as required. Maintaining stationery and office equipment (consumables, fault reporting etc.) and liaising with the Foundation for events- Administer Workday processes, where delegated authority is provided, such as managing approvals; submitting job requisitions, change jobs and separations as well as generating and processing invoices, expenses and reimbursements; reconciling monthly credit card charges and raising purchase requisitions.- Assist with onboarding of new staff reporting to the ED or COO.- Co-ordinate visits from external guests hosted by the ED/COO; including booking accommodation, organising itineraries.- Management of Level 7 Executive meeting room bookings.- Provide secretariat support for Garvan’s Annual Faculty Review Process and Scientific Advisory Board.- Other related administrative tasks as requested.

ABOUT YOU- 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- Well-developed verbal and written communication skills, as well as demonstrated interpersonal and relationship building skills- Demonstrated problem-solving skills and the ability to work autonomously as well as within a close team environment- High level of integrity and ability to maintain confidentiality- Excellent time management skills with ability to multitask and prioritise tasks- Attention to detail- Advanced computer skills, with fluency in a variety of software packages including Word, Excel and PowerPoint, Dropbox, Google Drive- Familiarity with budget administration, credit card reconciliations, purchasing and reimbursement management- Willingness to be flexible, learn and adopt systems with a view to creating efficiency or cost saving

ABOUT GARVAN

The Garvan Institute of Medical Research is an i

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