Reporting to the Operations Manager, the Executive Assistant will provide high level administrative support to the Executive Office at The Victor Chang Cardiac Research Institute.You are a detail-oriented and highly organised executive assistant with a proven track record providing high-level executive support.With your excellent communication skills, you are adept at interacting with stakeholders at all levels, both internally and externally, where you have demonstrated your ability to manage complex calendars, coordinate travel arrangements, and prepare high-quality documents and presentations.Overall, you are a proactive problem-solver who can anticipate needs, maintain confidentiality, and is eager to join a collaborative and supportive team who have a passion for making a difference.The roleAs the Executive Assistant, you will provide essential administrative support to the Executive Office. Collaborating closely with internal and external stakeholders, your role is responsible for providing a wide range of administrative, financial, and business administration services to ensure the smooth functioning of the executives' offices, including board administration and governance committee support.In particular, the executive assistant will:Provide high level administrative support to executive office.Ensure relationships are built and maintained with key internal and external stakeholders.Collaborate with other members of the Administration team, as well as the Operations Team to achieve agreed outcomes in line with the Institute's Strategic Plan.What we will trust you withAct as the primary point of contact between the executive office and internal/external stakeholders.Provide secretariat support in meetings and committees, preparing agendas, papers, and taking minutes.Manage and coordinate calendars, scheduling meetings and appointments.Manage email and correspondence, draft letters, prepare reports and presentations.Prepare and organise materials for meetings and conferences.Manage travel and accommodation arrangements.Organise events and conferences, including registrations and venue bookings, assisting the Operations Manager, as required.Assist with other administration tasks and filing as required.Does this sound like you?Diploma in Business Administration, Event Management, or relevant field (desirable).Extensive experience in high-level executive support and protocol.Full proficiency in Microsoft Office Suite.Proven track record in providing executive support to boards and committees.Independent self-starter with impeccable organisational skills.Well-developed analytical/conceptual abilities and high-level written communication skills including writing, proof-reading, and editing.Ability to prioritise tasks and meet deadlines in a fast-paced environment.High integrity and ability to demonstrate discretion in handling sensitive information.High attention to detail.Experience in medical research or scientific organisations (desirable).About usThe Victor Chang Cardiac Research Institute (the Institute) is dedicated to finding cures for cardiovascular disease and is one of the most respected heart research facilities in the world. Renowned for the quality of its breakthroughs, the Institute was established in 1994 and has grown to a team of more than 200 researchers from around the globe, working across five divisions.A global centre-of-excellence, it integrates Cardiac Physiology and Transplantation, Developmental and Stem Cell Biology, Molecular Cardiology and Biophysics, Structural and Computational Biology, as well as Vascular Biology. At the Institute, we translate our discoveries into new diagnostics, prevention, and treatment of cardiovascular disease - reducing the incidence, severity, and impact of heart disease.What you will be proud ofBeing part of an Institute that is not only dedicated to finding cures for cardiovascular disease, but one that also strives to ensure our employees and students enjoy a great working environment. We value and are committed to providing a safe working environment that embraces diversity, gender equity and promote flexible working arrangements for all employees.We encourage Aboriginal and Torres Strait Islander people to apply. We also welcome applicants with diverse educational backgrounds, professional knowledge, personality types, thinking styles and life experiences. If you have a disability or special need that requires accommodation, please let us know.What we offerSalary packaging/sacrificing (up to $15,900 per annum plus $2,650 for meals and entertainment)State of the art facilitiesStimulating work setting focused on cutting edge medical researchCollaborative team environmentContinuous learning and development opportunitiesCome and work with us & help make a difference.
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