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Executive Assistant/project Coordinator

4 weeks ago

Sydney, Australia The Garvan Institute of Medical Research Full time

Garvan’s Scientific Platforms provide expertise in genomics, data science, imaging and clinical translation and for both internal and external research groups. This includes identifying and implementing new technologies and working with Garvan research programs to provide cutting edge support.

THE OPPORTUNITY

The Executive Assistant/Project Coordinator will provide high level organisational and administrative support to the Chief Scientific Officer (CSO). They will lead coordination of platform projects, working closely with internal and external stakeholders to support effective communication and ensure projects are completed on time. The incumbent will have a thorough understanding of the CSO’s key priorities and the overarching Platform goals. They will also offer support to the Platform Heads as required.

**Salary**: Up to $115,000 + 11% super + salary packaging (depending on experience)

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 and Administrative Support- Providing high-level administrative support to the CSO and effectively manage the general day to day CSO Office operations and administration activities- Provide diary management and administering Workday processes (including credit card reconciliation)- Managing correspondence and reporting on behalf of the CSO including preparing and coordinating reports and documents. Prepare and review projects and reports concerning Platform activities- Manage travel arrangements including itineraries for local, interstate and overseas travel in compliance with Garvan policies and procedures- Build and maintain a general knowledge of services offered by the Platforms to inform prioritisation of queries, diary requests and meetings- Build and maintain an up-to-date understanding of initiatives and projects of CSO/Platform activities to inform triage of requests for information and action- Act as Secretariat for certain committees- Coordinate execution for small events and/or catered meetings, where relevant

Project Officer Support-
- Working with CSO to identify areas of inefficiency or potential risk across the Platforms, and work with Platform Heads to address these issues- Manages the gathering and preparation of project data, information, analysis and reporting to support project organisation and establishment as assigned by the CSO- Monitors project activity and quality and timelines of deliverables against project objectives and implements changes to ensure ongoing achievement of milestones and deliverables as overseen by the CSO/Platform Heads.- Coordinates the logistics for the project, including scheduling meetings, coordinating attendees, planning of events and meetings in various locations and sourcing appropriate venues

Engagement, Collaboration & Communication- Develop and maintain all relevant internal and external relationships to understand and meet Platform needs of stakeholder groups.- Engage with internal and external stakeholders and staff, role modelling Garvan’s values (detailed below).

ABOUT YOU- A keen interest in medical research.- Substantial experience as a high-level executive assistant or project officer- Well-developed interpersonal skills with the ability to work well within a team and gain the cooperation from a wide range of individuals and ability to work independently- Excellent organisation and time management skills. Ability to use sound judgement to handle and prioritise a variety of tasks while adhering to timelines.-
- Demonstrated administrative abilities in terms of prioritising workflow and managing correspondence, records systems, etc.- High level of integrity, and ability to use discretion and tact particularly regarding handling sensitive or confidential matters- Proven ability to support the planning, management and delivery of projects including contract management- Well-developed written skills with demonstrated ability to prepare memos, reports, presentations, agendas, and minutes- Demonstrated ability to be flexible, work under pressure, handle multiple tasks and meet deadlines- Advanced computer skills and, with word processing, spreadsheets, presentation and project management software.

Skills required- Strong analytical, critical thinking, and problem-solving skills- Capacity for carrying out duties under mínimal supervision-