Personal Assistant

3 weeks ago

Melbourne, Australia Bionics Institute Full time

**Personal Assistant**:
**About us**:
The Bionics Institute is an internationally recognised, independent medical research institute that solves medical challenges with technology.

We lead the world in the research and development of innovative medical devices and therapies to improve human health. Our multidisciplinary team comprises world-class scientists, engineers and researchers, and our laboratories are located in St Vincent’s Hospital Melbourne, close to our clinical collaborators.

Together we transform the lives of people with a range of conditions, including hearing impairment, Crohnʼs disease, Parkinson’s disease, epilepsy, stroke, arthritis, and diabetes.

**About you**:
The individual will have strong interpersonal, communication and negotiation skills.

They will have the ability to work autonomously, employ initiative to find solutions, prioritise and exercise discretion.

They will have an excellent organisation and administrations skills with a proactive and flexible approach to work.

**About the role**:
The incumbent is responsible for providing a wide range of executive assistance and general administrative support to the COO.

The role includes high level executive assistance, and interaction with high level third parties including Board members.

It is an extremely busy and important role with a lot of variety and requires someone who is able to thrive on multi-tasking, has a can-do attitude and will take ownership and responsibility for the role.

**Key Responsibilities**:

- Provides secretarial and administrative support to the COO
- Organising business appointments and travel arrangements for the COO
- Arranges and take minutes for selected Board and internal committee meetings as required
- Assists the COO with the preparation of Board and Committee meetings and document packs
- Assists the COO with development of presentations and other materials as required including of a technical nature.
- Communicates with the organisation’s Executives, Executives of external organisations, Board members, suppliers, and clients at the direction of the COO
- Diary management, coordinating meetings and functions as required
- Creates purchase orders
- Enters invoices into the Workplace Database.
- Reconciles credit cards
- Supports the organisation of business functions, lunches, and dinners as required
- Other ad hoc duties, as may be required from time to time.

**Task complexity**:
**Knowledge required**:
Degree level theoretical knowledge, and knowledge of up-to-date professional standards and precedent.

**Level of supervision and independence**:
The incumbent is expected to carry out a range of tasks that require a high level of administrative and planning skills.

Whilst general direction is provided by their supervisor, the incumbent is expected to work with autonomy, be proactive and exhibit initiative and flexibility.

The position has no direct reports.

**Judgement and problem solving**:
The incumbent is expected to have the ability to research and recommend effective solutions to problems as and when required.

**Organisational relationships and impact**:
The incumbent will have well-developed interpersonal skills with the ability to work well in a team.

The incumbent requires strong time management skills with excellent attention to detail and the ability to prioritise effectively.

**Essential Selection Criteria**:

- At least 5 years of experience as a Personal Assistant.
- Completion of a relevant diploma or bachelor’s degree and/or significant relevant professional experience.
- Demonstrated organisational, analytical, and problem-solving skills with an impressive track record of meeting deadlines and responding productively to changing requirements.
- Excellent interpersonal and communication skills. This will include high level written and oral communication skills, high quality report writing, the ability to present visual and audio material effectively and to interpret information for communication with a variety of audiences.
- Demonstrated ability to build strong relationships with a wide range of stakeholders and the ability to influence and work to achieve deadlines through others.
- A strong track record of taking initiative and delivering on requirements
- An exceptional eye for detail and level of accuracy in diary management and written communications.
- A high level of proficiency with Microsoft Office programs.
- A high level of competence in taking minutes at meetings.

**Additional requirements**:

- A national police check via Fit2Work;
- Evidence of being fully vaccinated against COVID-19; and
- Evidence of holding the legal right to work in Australia with no restrictions.

**Desired selection criteria**:

- Administrative experience working in the Australian scientific research, not-for-profit, university or a related environment

**Application process**:
See full position description here

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