Executive Assistant to the Executive Director
4 weeks ago
We are seeking an exceptional Executive Assistant to provide professional administrative support to the Executive Director and Chief Operating Officer at The Garvan Institute of Medical Research.
About the RoleThis is a 6-month parental leave cover opportunity for an exceptional Executive Assistant. You will be responsible for providing administrative support to the Executive Director and Chief Operating Officer, ensuring the smooth operations of the Executive Office, and providing excellent service to the Institute.
Key Responsibilities- Provide executive-level administrative support, including management of a busy diary and schedule for the Executive Director and Chief Operating Officer.
- Proactively manage correspondence for the Executive Director via phone calls and emails, including oversight and record-keeping of correspondence, proposals, notes, agreements, presentations, etc.
- Provide secretarial support for Garvan Leadership Team meetings, and other committees chaired by the Executive Director, including scheduling, documenting, sharing agendas, minutes, and actions.
- Provide secretariat support for Garvan's Annual Faculty Review Process and Scientific Advisory Board.
- Work to ensure the smooth functioning of the Executive Office, including greeting visitors, setting up meeting rooms, arranging catering as required, maintaining stationery and office equipment, and liaising with the Foundation for events.
- Administer Workday processes, where delegated authority is provided, including managing approvals, submitting job requisitions, change jobs, and separations, as well as generating and processing invoices, expenses, and reimbursements, and reconciling monthly credit card charges and raising purchase requisitions.
We are looking for an experienced Executive Assistant with a strong background in executive support, office administration, and secretarial tasks. You will have well-developed verbal and written communication skills, as well as demonstrated interpersonal and relationship-building skills. You will also have a high level of integrity and the ability to maintain confidentiality, excellent time management skills, and the ability to multitask and prioritize tasks.
About GarvanThe Garvan Institute of Medical Research is an independent Medical Research Institute in Sydney, delivering scientific and clinical impact on a global basis and in partnership with organisations that share our vision. We are proud to be one of Australia's largest and most highly regarded Medical Research Institutes. Our vision is global leadership in discoveries to impact, and our enduring purpose is to impact human health by harnessing information encoded in our genome.
We seek to see our world-class discovery research achieve life-changing impacts, not only for individual patients with rare diseases, but for the many thousands affected by complex, common disease. Garvan promotes a diverse workplace and is committed to the principles of equity, diversity, inclusion, and belonging. We are always looking for culture 'add', not culture 'fit', and are building diverse teams with great sets of complementary styles and skills to help deliver our important work effectively.
To apply for this position, please submit your application with a CV and cover letter as one document, stating why you are interested in this role. If you think you're the right person for this role, we'd love to hear how your capabilities, achievements, and experience set you apart.
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