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 COO's 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 $110,000 + 12% 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. $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
ESSENTIAL DUTIES AND RESPONSIBILITIES
The key responsibilities include:
Administrative and Time Management
Manage the COO’s 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 Director’s EA with management of office supplies, equipment and facilities for the executive office and generally support the smooth operation of the COO's 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 Director’s EA with management of Level 7 Executive meeting room bookings.
ABOUT YOU
KNOWLEDGE, SKILLS AND QUALIFICATIONS REQUIRED
The key skills and experience include:
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 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.