Executive Assistant

Executive Assistant page is loaded## Executive Assistantlocations: Sydneytime type: Full timeposted on: Posted 5 Days Agojob requisition id: PRF7986The 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 $115,000 + 12% 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. $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****1. Executive Support*** Manage the ED’s 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 ED’s 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 Institute's 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 Australia’s largest and most highly regarded MRI’s.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 you’re the right person for this role, we’d 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.#J-18808-Ljbffr