Administrative Assistant

Centenary Institute; Sydney; Hybrid; AUD 65,000 - 85,000; Full time

Job summary

The Centenary Institute, a world-leading medical research institute in Sydney, is seeking a proactive receptionist/administrative assistant to support our busy scientists and People and Culture team.

You will manage front desk inquiries, coordinate events, handle mail and communications, and help with meetings and training logistics, with flexible hours and a welcoming, professional environment.

Qualifications

• Have demonstrated experience in reception, administration, events coordination, or a comparable service-focused role.
• Strong organisational, scheduling, customer service and written communication skills.
• Competent with Microsoft and Google systems; able to learn calendars and databases.
• Ability to manage priorities, maintain confidentiality and exercise good judgement.
• High integrity, personal accountability, and initiative to collaborate across departments.
• Experience with internal communications, event logistics, or HR admin is desirable.

Responsibilities

• Handling general front counter enquiries
• Answering general public and donor calls
• Coordinating bi-weekly and ad hoc events, including speaker liaison, room bookings, notices and catering arrangements.
• Assisting with P&C meetings, communications, training logistics and routine process documentation
• Preparing and distributing internal posters and event notices in collaboration with Internal Communications
• Processing incoming and outgoing mail
• Ensuring the reception area looks welcoming and professional

Skills

Reception experience

Administration

Events coordination

Customer service

Written communication

Tools

Microsoft Office

Google Workspace

Job description

Location: Centre for Professional Services

Job Category: Administration

Who We Are

The Centenary Institute is a world-leading independent Medical Research Institute. Our strength is in uncovering disease mechanisms and applying this knowledge to improve diagnostics and treatments for patients and find cures for some of the most chronic diseases affecting today’s society.

We continue to build on our skills by focusing on and enlarging our research efforts in six key centres: Biomedical AI, Cancer Innovations, Cardiovascular Research, Healthy Ageing, Infection and Immunity, and Rare Diseases and Gene Therapy.

Job Description

The Role

We have an exciting opportunity to be part of our People and Culture team, providing administrative support for our busy scientists.

Duties include:

• Handlinggeneral front counter enquiries
• Answering general public and donor calls
• Coordinating bi-weekly and ad hoc events, including speaker liaison, room bookings,notices and catering arrangements.
• Assisting with P&C meetings, communications, training logistics and routine process documentation
• Preparing and distributing internal posters and event notices in collaboration with Internal Communications
• Processing incoming and outgoing mail
• Ensuring the reception area looks welcoming and professional

Our standard working hours are 8:00 am to 4:00 pm, Monday to Friday. However, we are open to considering alternative working arrangements. Please indicate your preferred working hours in your cover letter.

Desired Skills and Experience

About You

• Have demonstrated experience in reception, administration, events coordination, or a comparable service-focused role.
• Have strong organisational, scheduling, customer service, and written communication skills, with attention to detail.
• Competent with Microsoft and Google systems,and have the ability to learn systems, calendars and databases.
• Able to manage competing priorities, maintain confidentiality and exercise sound judgement about escalation.
• Have a high level of integrity and personal accountability.
• Have initiative to seek innovative ways to further the Centenary Institute through collaboration and interaction with all departments of the Institute.
• Experiencewith internal communications, event logistics, or HR administration is desirable.

Why Work for Centenary

• World renowned Medical Research Institute
• Affiliations withRoyal Prince Alfred Hospital, University of Sydney, and University of Technology Sydney
• Facilities in the heart of Inner West next to Sydney Uni Campus with coffee machine and in walking distance of shops, cafes and parks
• Supportive team environment and the opportunity to work with some of the leading researchers in the country
• Flexible working options
• Salary packaging options
• Paid week off between Christmas and New Year

For more information about the role, please contact:People and Culture, [e-mail] , [phone]