Description:
Job Title
Executive Assistant to the DirectorJob Description
An excellent opportunity is available for an Executive Assistant to join the Governance, Risk and Compliance department at Australia’s pre-eminent biomedical research institute.
About the Position
The Executive Assistant provides high quality and confidential executive, secretarial and administrative support to the Director and the WEHI Executive Team. The role requires initiative, attention to detail and discretion, and experience in working in a complex, sensitive and fast paced environment. The successful candidate will demonstrate strong skills in communication, organisation and planning, teamwork, and advanced computer proficiency, particularly with Microsoft 365. Strong stakeholder relationship abilities are essential. Daily tasks include diary and inbox management, office management, stakeholder liaison, meeting management, and administration of WEHI member appointments.
The ideal candidate will have significant experience in executive support to senior executives. You will be able to demonstrate strong skills in verbal and written communication, exceptional organisation and planning capabilities, and the ability to develop and maintain senior stakeholder relations.
Key responsibilities
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Provide confidential executive, secretarial, and administrative support to the Director’s Office and Executive Team.
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Support the Director's daily operations through efficient diary management, email and correspondence handling, ensuring timely responses and appropriate prioritisation.
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Support the Company Director in administering WEHI Members appointed under the Constitution.
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Respond to ad-hoc requests and inquiries from the Director or Chief of Staff.
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Provide support to specified committees, including organising meetings, compiling papers for distribution, and taking accurate minutes.
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Effectively and accurately communicate relevant project and organisational information to internal and external stakeholders.
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Strong organisational and planning capabilities, with attention to detail and the ability to manage competing priorities.
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Expert knowledge in the Office 365 suite of products particularly SharePoint, Word and Excel.
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A working knowledge of Diligent Boards is desirable.
For a full list of the responsibilities please view the linked Position Description.
Key Selection Criteria
Qualifications:
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Significant experience supporting senior management or executive
Knowledge and skills:
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Executive Support: Proven ability to deliver high-quality, responsive support to senior executives, boards, and committees.
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Service Excellence: Demonstrates a commitment to continuous improvement, resolving issues promptly, and enhancing service quality.
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Problem Solving: Gathers and analyses relevant information to propose practical solutions.
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Planning and Organisation: Effectively plans and prioritises tasks, implements systems to guide work, and overcomes barriers.
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Technical Skills: Strong proficiency in MS Office applications (Outlook, Word, Excel, PowerPoint, Teams, SharePoint, OneNote).
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A knowledge of medical research institute is desirable.
Terms of Appointment
This position is an ongoing role in a full time capacity. Salary is Professional Services Employee Level 7 ($101,911-$110,320). Up to 17% superannuation and very attractive salary packaging options are available.
General enquiries can be directed to Sejal Kendal - kendal.s@wehi.edu.au
A position description is available here.
How to Apply
Please apply by uploading the below documents in PDF format. Please note, only applications that have submitted all three documents mentioned below will be considered:
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Resume
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Cover letter
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Document addressing the key selection criteria (Qualifications and Knowledge & Skills only)
Application Closing Date: Wednesday 19th March 2025