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Garvan’s 2030: Discoveries to Impact Strategy is designed to galvanise Garvan’s researchers, professional staff, partners, donors and community around our vision of Global leadership in discoveries to impact, and to enable us as an Institute to deliver on that vision – such that Garvan becomes an institute where research discoveries are taken through to patient impact (new treatments, tests and prevention approaches), on a global scale.

The Opportunity

If you thrive in a fast-paced environment, can be agile in high pressure situations and enjoy developing rapport with collaborators and strong stakeholder relationships, this role could be for you!  The Executive Assistant is accountable for providing a high level of administrative services to Pillar Directors, and the Faculty within the Pillar, as well as the Executive Director and Deputy Director, as assigned by the Pillar Operations Manager, to make it easy to do great science at Garvan.

Key Responsibilities

Key responsibilities include (but are not limited to):

Executive Support

  • Co-ordinate diaries and arrange appointments, meetings and functions as necessary

  • Draft and co-ordinate correspondence

  • Track and respond to emails and Slack messages

  • Assist with preparing presentations (e.g. PowerPoint, Google slides)

  • Arrange travel and conference registration including booking fares, accommodation and preparing itineraries for Senior Pillar staff and other staff, as directed by Pillar Operations Manager

  • Plan social events and functions e.g. birthdays, other celebrations

General Administration

  • Administer Workday processes, where delegated authority is provided, such as managing approvals; submitting job requisitions, change jobs and separations; generating & processing invoices, expenses & reimbursements; reconciling monthly credit card charges

  • Prepare highlights for the Pillar(s) for inclusion in reports / newsletters, as required

  • Co-ordinate visits from external guests including booking accommodation, organising itineraries

Management of Garvan Committees

  • Management of Garvan committees including scheduling, documenting and sharing agendas and minutes (including the succinct capturing of agreed actions)

  • Follow up matters arising on behalf of the Chairperson

Research Management

  • Provide research assistance (e.g. on-line library searching using Current Contents, Pubmed, Medline and other library databases)

  • Format papers to comply with journal guidelines i.e. references, figures and file formats.

  • Assist in preparation of applications for research grants from NHMRC and other funding bodies, liaise with Research & Development Office and Finance staff as required

Snap shot of benefits

  • This is a permanent full-time role with a negotiable salary depending on experience

  • Generous salary packaging ($15,900 for general household expenses and $2,650 for meal/entertainment expenses)

  • Ongoing training and development

  • Flexible work arrangements

  • 18 weeks paid parental leave

  • Additional day’s leave as Garvan Day

  • Employee Assistance Program

  • Discounted Health Insurance

  • Lifestyle discounts with our community partners

About You

  • A minimum of 3 years of experience across a range of executive support, office administration and secretarial tasks

  • Administration experience in a research or academic environment, or knowledge of scientific terminology highly desirable

  • Excellent interpersonal skills

  • Ability to multitask and prioritise tasks

  • Excellent time management skills

  • Attention to detail

  • Highly organised and capable of managing a complex and dynamic workload

  • Well-developed verbal and written communication skills

  • Advanced computer skills, with fluency in a variety of software packages including Word, Excel and PowerPoint, Dropbox, Google Drive, Zoom

  • Experience in the use of databases, layout of documents and reports, as well as using on-line library searching software

  • Capacity to work with a high degree of independence

  • Familiarity with budget administration, credit card reconciliations, purchasing and reimbursement management

  • Experience providing administrative support in a scientific/medical context and/or knowledge of science/medical terminology is desirable

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. We are reviewing applications as they are received.