Executive Assistant to the COO

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 The Executive Assistant (EA) is responsible for providing comprehensive administrative and strategic support to the Chief Operating Officer (COO). This critical role requires exceptional professionalism advanced communication skills and the ability to manage complex schedules and projects in a fast-paced environment. The successful candidate will act as a key liaison ensuring the COOs time is managed effectively and that departmental objectives are met efficiently. This role may also be required to support other executives including the Executive Director (ED) and the Chief Scientific Officer (CSO). The EA will work closely with all members of the executive office team and ensures the smooth operations of the Executive Office and provides excellent service to the Institute. Salary: Up to $% superannuation salary packaging (depending on experience) Employment Type: 1-year fixed-term 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 ESSENTIAL DUTIES AND RESPONSIBILITIES The key responsibilities include : Administrative and Time Management Manage the COOs complex calendar including scheduling internal and external meetings appointments and teleconferences managing conflicts and ensuring all necessary pre-read materials are prepared. Coordinate travel itineraries (flights accommodation ground transportation) and process expense reports accurately and in a timely manner. Screen and manage incoming communications (phone calls emails) prioritising and redirecting as necessary and drafting professional correspondence on behalf of the COO. Maintain an organised system of physical and electronic files records and confidential documents. Triage enquiries to the Executive Office and direct to relevant staff where appropriate. Assist in planning events in collaboration with the operation administration team e.g. workshops symposia conferences retreats including itineraries for guest speakers as required. Stakeholder and Communication Liaison Act as the primary point of contact between the COO and internal staff executive team members board members external partners and high-level stakeholders. Prepare proofread and edit presentations reports and meeting agendas / minutes for executive and board-level meetings. Facilitate efficient flow of information and ensure timely follow-up on outstanding action items and decisions made by the COO. Provide secretarial support for meetings and other committees chaired by the COO including scheduling documenting sharing agendas minutes and actions. Provide secretarial support for the Senior Professional Leaders Forum and other committees chaired by the ED COO or CSO as delegated including scheduling documenting sharing agendas minutes and actions. Projects and Operations Support Assist the COO with the preparation and execution of operational projects and initiatives conducting research and compiling data as needed. Coordinate and organise executive and departmental meetings including venue booking catering and technology setup. Support the Executive Directors EA with management of office supplies equipment and facilities for the executive office and generally support the smooth operation of the COOs function. Handle and process highly confidential and sensitive information with the utmost discretion and integrity. Proactively work and collaborate with the Executive Officer to ensure the smooth functioning of the Executive Office e.g. : Greeting visitors setting up meeting rooms arranging catering as required Liaising with the Foundation for events Administer Workday processes where delegated authority is provided such as managing approvals; submitting job requisitions change jobs and separations as well as generating and processing invoices expenses and reimbursements; reconciling monthly credit card charges and raising purchase requisitions. Assist with onboarding of new staff reporting to the COO or CSO. Responsibilities may extend to the ED if required. Co-ordinate visits from external guests hosted by the ED / COO / CSO; including booking accommodation organising itineraries. Support the Executive Directors EA with management of Level 7 Executive meeting room bookings. ABOUT YOU KNOWLEDGE SKILLS AND QUALIFICATIONS REQUIRED Essential 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. Exceptional proficiency in the Microsoft Office Suite (Outlook Word Excel PowerPoint) Google Drive and experience with calendar travel and expense management software. Demonstrated ability to exercise excellent judgment discretion and professionalism. Outstanding written and verbal communication skills with a meticulous attention to detail and proofreading ability. Proven ability to proactively manage multiple priorities anticipate needs and work independently with minimal supervision. High level of digital fluency and a proactive eager approach to technological adoption including the skillful utilisation of Generative AI tools (e.g. for drafting communications summarising documents) and automation features to streamline complex administrative tasks and create novel efficiencies. Willingness to be flexible learn and adopt systems with a view to creating efficiency or cost saving Desirable Relevant tertiary qualification (e.g. Business Administration Secretarial Studies). Experience working with board materials and corporate governance processes. 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. #J-18808-Ljbffr