Executive Officer

Garvan Institute of Medical Research brings together world leading scientists and clinicians, collaborating locally and globally, to advance our understanding of disease, particularly cancer, autoimmunity and genetic disorders. Garvan is a global leader in fundamental biomedical research and its translation. Our mission is to make discoveries that will improve health for all.
Building on our scientific strengths in genomics, cancer and immunology, enabled by cutting-edge technology and world-class facilities, and the support of our passionate Garvan family, our researchers and professional staff, we will drive more of our discoveries to clinical and societal impact.
At Garvan, we see a future where all diseases can be prevented, treated or cured. Everyone is touched by disease. Our discoveries today will lead to better health tomorrow.
THE OPPORTUNITY
Newly created role to make your own! The Executive Officer is responsible for providing a wide range of administrative and business administration services to assist in the smooth functioning of the Executive Office. The Executive Officer partners closely with the Executive Director to determine priorities, plan activities, and prepare for key engagements. Our strategy will drive extraordinary science with transformational impact for health, this is your opportunity to be part of the journey!
Salary: Up to $125,000 + 11.5% super + salary packaging (depending on experience)
Employment Type: 2 year fixed-term contract with possibility to extend
SNAPSHOT OF BENEFITS
Generous salary packaging to save you income tax on your wages thereby boosting your monthly take home pay (max. $15,+00 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:
Executive Support
Support the Executive Director and their Executive Assistant to handle queries and requests sent to the Executive Office, developing action plans, drafting responses and assisting with the dissemination of communications.
Prepare, author, edit and review the provision of high-level communications and correspondence for the Executive Director’s approval including briefings, reports and submissions. Ensure accuracy and timeliness of written information.
Liaise with other members of the Executive, wider Garvan leadership, and Executive Director direct reports to coordinate actions and related activities associated with meetings, and track their progress.
Support the Executive Director’s presentation commitments including scheduling, run sheets and other supporting material. Assist with presentation preparation using tools such as Powerpoint, Google Slides or Canva.
Provide research assistance for the Executive Director, e.g. by performing background research, or critically analyse initiatives, trends or developments that may impact the Institute.
Planning
Develop and coordinate an annual calendar of key initiatives led by or involving the Executive Director including internal and external symposia and events, industry and sector activities, and international roadshows.
Provide secretariat support to relevant committee/s as required including the setting of meeting dates; distribution of agenda and meeting papers.
Follow up and ensure action items from relevant meetings are dealt with promptly and efficiently.
Develop appropriate communication content for timely delivery through agreed Executive and GLT communication channels.
Stakeholder Engagement
Build and maintain positive working relationships with key stakeholders across the institute, boards of directors, partners and donors.
Help coordinate and support the activities associated with liaising and negotiating with Government bodies including the MRFF and other relevant funding bodies, stakeholder and agencies associated with Garvan.
Maintain absolute confidentiality on a broad range of highly sensitive and commercial-in-confidence matters.
ABOUT YOU
EXPERIENCE, KNOWLEDGE AND SKILLS REQUIRED
The key skills and experience include:
Excellent organisational and interpersonal skills
Excellent communication and interpersonal skills including demonstrated experience and skills in liaison, negotiation and conflict resolution with staff at all levels
Ability to build and maintain strong, long-lasting relationships with a variety of stakeholders
Advanced working knowledge of word processing and spreadsheet software
Ability to think independently, work autonomously and be proactive
Comfortable with a flexible working environment and able to maintain productivity while working remotely
Secretarial and administration experience in a professional or research environment
Science experience and/or knowledge of scientific/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. 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.
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