Senior Executive Assistant

Senior Executive Assistant

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Locations: St Lucia Campus

Time Type: Full time

Posted on: Posted Yesterday

Job Requisition ID: R-45123

• Institute for Molecular Bioscience

• Full-time (100%), permanent position commencing in January 2025

• Base salary will be in the range $89,861.38 - $96,402.32 + 17% Superannuation (HEW Level 6)

• Based at our St Lucia Campus

This is an exciting opportunity for someone with strong internal communication skills and a growing passion for managing others. This role will balance and enhance the strengths within our current administrative team. The Senior Executive Assistant provides a range of executive, administrative and internal communications support to the Executive Director and Director, Institute Operations while also managing the administrative function within IMB. The role involves coordinating team activities, liaising with a range of internal and external stakeholders, preparing reports, resolving problems and providing support to deliver a highly effective and efficient administrative service.

Key responsibilities will include:

• Lead and coordinate administrative, executive, and internal communications processes and procedures.

• Oversee administrative staff, manage performance and development.

• Manage the Executive's day-to-day work schedule, electronic diary, correspondence, meetings, communications, and travel.

• Coordinate information flow with senior/executive staff as well as committee and governance activities, including agendas, minutes, and correspondence.

• Conduct research, data analysis, data entry/retrieval, and reporting.

• Brief senior/executive staff on relevant issues with slide packs, notes, and background information for events and meetings.

• Build relationships with internal and external stakeholders and coordinate internal communications for the executive office.

• Plan, coordinate and support key projects, events, and conferences, managing logistics and conflicts.

• Respond to a wide range of enquiries from staff, students, government, industry, and community.

• Manage the Institute's intranet pages, ensuring relevant and up-to-date information.

• Manage the administration team budget, financial delegations, and payment approvals.

• A degree with subsequent relevant experience or extensive experience and specialist expertise in administration/executive support or an equivalent combination of relevant experience and/or education/training.

• Demonstrated skills in providing a high level of executive support and customer service, including effective interpersonal skills.

• High level of organizational skills, including the ability to problem solve, prioritise competing work demands and meet deadlines, whilst maintaining accuracy and attention to detail.

• Demonstrated ability to interpret, follow and (where relevant) redefine policy and procedure within an administrative function.

• Excellent written and verbal communication skills and advanced stakeholder management and engagement skills.

• High level of digital proficiency, including in the Microsoft Office suite (Word, Excel, PowerPoint and Outlook), reporting databases, web and content management systems.

• Demonstrated ability to analyse data and synthesize information to brief executives and committees.

The successful candidate may be required to complete a number of pre-employment checks, including: right to work in Australia.

Work Rights:

You must maintain unrestricted work rights in Australia for the duration of this appointment to apply.

All applicants must upload the following documents in order for your application to be considered:

• Cover letter summarising how your background aligns to the 'About You' section

• Resume