Executive Assistant

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

Working under the direct supervision of the Executive Officer (EO) the Executive Assistant (EA) is a strategic partner to the Executive Director (ED). The EA provides impeccable administrative support by acting as a key partner to the EO in triaging workflow and managing communications for the ED ensuring the seamless and efficient operation of the Executive Office. This role also serves as the office manager to the Executive Officer on Level 7 GIMR providing excellent service to the Institute.

Salary: Up to $% super salary packaging

Employment Type: Full time permanent

SNAPSHOT OF BENEFITS

• Generous salary packaging to save you income tax on your wages thereby boosting your monthly take home pay (max. $15900 general expenses $2650 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

1. Executive Support

• Manage the EDs complex diary and schedule aligning all activities with priorities set by the ED and EO.

• Act as the primary point of contact and gatekeeper for the Executive Office:
  - Proactively manage and respond to all correspondence (inc. phone email) with professionalism and discretion.
  - Triage all enquiries resolving them directly or escalating to the ED as guided by the EO.

• Liaise directly consistently and in a timely manner with the EO to clarify priorities manage workflow and seek guidance as needed.

• Anticipate the EDs needs to ensure they are well-prepared for all meetings and engagements.

• Arrange all domestic and international travel for the ED including itineraries fares and accommodation.

• Arrange meetings plan events (workshops conferences etc.) and coordinate itineraries for guest speakers.

• Serve as the Institutes senior EA providing leadership and support to the administrative team by fostering cohesion and actively participating in team meetings.

2. Executive Office Administration

• Work to ensure the efficient and professional operation of the Executive Office by proactively managing day-to-day requirements e.g.:
  - Greeting visitors preparing meeting rooms coordinating catering as required
  - Monitoring and maintaining stationery and office equipment (inc. consumables fault reporting etc.)
  - Liaising with the Foundation and other stakeholders to support events and related activities

• Administer Workday processes for the ED where delegated authority is provided including:
  - Managing approvals for direct reports inc. leave requests P&C-related processes processing invoices expenses and reimbursements
  - Reconciling monthly credit card charges accurately and on time
  - Raising purchase requisitions and ensuring compliance with Finance policies

• Assist with onboarding of new staff reporting to the ED.

• Co-ordinate visits from external guests hosted by the ED and Executive; including booking accommodation organising itineraries.

• Management of Level 7 Executive meeting room bookings.

• Manage all Executive Office and kitchen supplies including stocking ordering and supplier liaison.

ABOUT YOU

• Minimum of 5 years of experience supporting C-level executives (CEO COO CFO) or senior management in a fast-paced demanding environment preferably in the healthcare research or not-for-profit sector.

• A no task too big or too small attitude. Someone who takes as much pride in the strategic work as they do in keeping the office running smoothly day-to-day.

• Exceptional proficiency in the Microsoft Office Suite (Outlook Word Excel PowerPoint) Google Drive and experience with calendar travel and expense management software.

• Administration experience in a research or academic environment or knowledge of scientific terminology highly desirable

• Outstanding written and verbal communication skills with a meticulous attention to detail and proofreading ability.

• Demonstrated problem-solving skills and the ability to work autonomously as well as within a close team environment

• Demonstrated ability to exercise excellent judgment discretion and professionalism.

• Excellent time management skills with ability to multitask and prioritise tasks

• 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

Garvan Institute of Medical Research is an independent Medical Research Institute (MRI) 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 Australias largest and most highly regarded MRIs.

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.

HOW TO APPLY

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 youre the right person for this role wed love to hear how your capabilities achievements and experience set you apart. Only applicants with full working rights in Australia are eligible to apply for this role.