Executive Assistant

Medibank; City of Melbourne; On-site; AUD 110,700 - 138,375; Full time

Job summary

A leading health services provider in Melbourne is seeking an Executive Assistant to provide high-level support to Hub Leads. This 3-month contract role offers a day rate of $600–$750 and involves managing communications, schedules, and maintaining administrative systems. The ideal candidate should have over 3 years of experience in executive support and advanced Microsoft Office skills. Applications from candidates with disabilities are encouraged.

Qualifications

• Minimum 3 years’ experience in executive support at a senior management level.
• Advanced skills in Microsoft Office Suite.
• Experience with SAP finance processing.

Responsibilities

• Act as the primary contact for the Hub Lead, managing calls, emails, and urgent enquiries.
• Prepare daily and weekly briefing packs and meeting materials.
• Manage calendars and schedule meetings proactively.
• Coordinate meetings, conferences, and catering arrangements.
• Liaise with senior stakeholders and executives.

Skills

Executive support experience

Office management systems

Microsoft Office Suite

SAP finance processing

Multi-tasking

Job description

Executive Assistant (EA)

The Executive Assistant (EA) provides high‑level, confidential support to our Hub Leads. This role is pivotal in ensuring the smooth operation of executive, administrative, operational, and team support functions. The EA will be a trusted point of contact, managing communications, schedules, and key deliverables while fostering strong relationships across the Medibank Group. This is a short‑term 3‑month contract working Mon‑Thurs with a day rate of $600‑$750 incl super and depending on experience.

Key Responsibilities

• Act as the primary contact for the Hub Lead, managing calls, emails, and urgent enquiries.
• Prepare daily and weekly briefing packs, meeting materials, and reading documents.
• Manage calendars and schedule meetings proactively.
• Coordinate meetings, conferences, and catering arrangements.
• Prepare and format presentations, reports, and committee papers.
• Track and manage deadlines for Board, Committee, and Executive submissions.
• Organise travel bookings and itineraries.
• Maintain administrative systems and documentation.
• Liaise with senior stakeholders and executives across Medibank.
• Reconcile corporate credit card expenses and process reimbursements.
• Manage invoice processing and approvals.

Operational Support

• Stay informed on operational issues and opportunities within the Hub.
• Assist in identifying and implementing solutions.
• Participate in team briefings and planning sessions.
• Take and distribute meeting minutes and action items.
• Support ad‑hoc project work as required.

Team Support

• Coordinate induction programs for new starters, including IT, security, and meeting set‑ups.
• Organise team activities and social events.

Experience & Qualifications

• Minimum 3 years’ experience in executive support at a senior management level.
• Experience with office management systems (paper and electronic).
• Advanced skills in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint).
• Experience with SAP finance processing.
• Proven ability to manage multiple priorities concurrently.

A career with us

At Medibank, we believe work is something we do, not somewhere we go. Our modes of working – Collaboration, Connection and Concentration – help inform how your day is structured and where you choose to work will vary, depending on your role and requirements.

The wellbeing of our employees is our priority. We encourage you to talk to us about any additional support you may require during the recruitment process, as well as how this role can be flexible for you. We encourage applications from candidates with a disability; if you require any adjustments or alternate formats of key information at any stage of the recruitment process, we welcome hearing from you.