Executive Assistant

UOM University of Melbourne; Australia; On-site; AUD 87,000 - 100,000; Part time

Benefits offered by this job

17% superannuation

Flexible work

Career development

Parental leave

Health insurance

Theatre discounts

Employee Assistance Program

Job summary

The University of Melbourne invites applications for an Executive Assistant role in the Melbourne Brain Centre. This fixed-term 12-month appointment (0.6 FTE) supports Laureate Professor Ingrid Scheffer across clinical, research and leadership activities, coordinating complex clinics and research tasks to advance epilepsy care.

You will engage across hospital, university and external partners, delivering high-level correspondence, diary management and travel planning while maintaining strict

Qualifications

• Hold a tertiary qualification or equivalent experience in administrative or executive support.
• Proven experience supporting senior executives and managing complex diaries.
• Demonstrate strong time-management skills and the ability to balance clinical and research tasks.

Responsibilities

• Coordinate multidisciplinary clinic schedules, appointments and logistics to support efficient, patient-centred epilepsy care.
• Prepare and manage patient files, clinical documentation and records to ensure accuracy and timely access.
• Facilitate clear communication between clinicians, patients, hospital departments, healthcare services and external organisations.
• Provide high-level executive support including correspondence, diary management, meetings, travel arrangements and related logistics.
• Uphold strict confidentiality and compliance with healthcare, privacy and organisational policies across all activities.

Skills

Executive support

Diary management

Clinical coordination

Interpersonal communication

Discretion & confidentiality

Education

Tertiary qualification

Job description

Role type: Fixed Term for 12 months; 0.6FTE

Faculty: Medicine, Dentistry and Health Sciences

Department: Department of Medicine - Austin Health

Salary: $86,943 - $99,864 p.a. plus 17% super

About the role

Unique opportunity to support a globally renowned clinician-scientist / central role in epilepsy research and patient care / dynamic multidisciplinary environment at the Melbourne Brain Centre.

In this Executive Assistant role, you will support Laureate Professor Ingrid Scheffer across clinical, research and leadership responsibilities. You will coordinate complex clinic operations and research activities, ensuring outstanding patient care and advancing epilepsy understanding. You will build strong relationships across hospital, university and external partners while refining high-level executive support skills.

What you will deliver:

• Coordinate multidisciplinary clinic schedules, appointments and logistics to support efficient, patient-centred epilepsy care.
• Prepare and manage patient files, clinical documentation and records to ensure accuracy, completeness and timely access.
• Facilitate clear communication between clinicians, patients, hospital departments, healthcare services and external organisations.
• Provide high-level executive support including correspondence, diary management, meetings, travel arrangements and related logistics.
• Uphold strict confidentiality and compliance with healthcare, privacy and organisational policies across all activities.

You may be a great fit if you:

• Hold a tertiary qualification or equivalent experience and specialist expertise in administrative or executive support fields.
• Bring proven experience supporting senior executives, managing complex diaries, meetings and competing priorities.
• Demonstrate strong time‑management skills, coordinating workflows, meeting deadlines and balancing concurrent clinical and research tasks.
• Display excellent interpersonal communication, building relationships with clinicians, academics, administrative staff and external stakeholders.
• Exercise diplomacy, tact and discretion, confidently handling sensitive information and maintaining strict confidentiality.
• Deliver high‑quality written correspondence, briefing papers and presentations with exceptional attention to detail and literacy.

What we offer you!

• Build future financial security with 17% superannuation.
• Supportive flexible work arrangements underpinned by our commitment to inclusion and well‑being.
• Career development opportunities, including access to a range of tailored programs, such as Academic Women in Leadership, and learning platforms including LinkedIn Learning.
• Progressive, considerate leave provisions to empower your work‑life balance and well‑being, including leading parental leave, gender affirmation leave and cultural leave.
• Salary packaging and access to a range of discounted services including Bupa health insurance, and access to unique cultural and recreational benefits such as discounts for the Melbourne Theatre Company.
• Health and well‑being services including a leading Employee Assistance Program.

Your new team

At the Melbourne Brain Centre on the Austin Health campus, you will join a vibrant, multidisciplinary environment. Clinicians, researchers and professional staff collaborate to improve outcomes for children with epilepsy and neurological disorders. The team embraces innovation, creativity and evidence-based practice, supported by the University of Melbourne's strong research culture.

Values of collaboration, compassion, respect, integrity and accountability shape everyday interactions and decision‑making. You will be supported to develop your career and wellbeing while contributing to impactful clinical care and research.

Be Yourself

The University of Melbourne is an Equal Opportunity Employer and a child-safe organisation. The diversity of our community enriches us all, and we are committed to creating an inclusive and fair workplace where everyone is valued, respected, and empowered to succeed. We welcome applicants from all backgrounds, identities, and experiences.

Discover more about Diversity and Inclusion at UniMelb.

We're committed to a barrier‑free recruitment process and ongoing workplace support, providing adjustments throughout. We warmly encourage applications from people with disabilities.

Learn more about how we support an accessible recruitment process.

Aboriginal and Torres Strait Islander Applicants: We aspire to the University of choice for Indigenous Australians. Visit our Indigenous staff page to learn more about our investment and support for Aboriginal and Torres Strait Islander staff. Indigenous applicants are encouraged to connect with our Indigenous Employment & Development team at [e-mail].

Application essentials

You must have current valid work rights for Australia. Visa sponsorship is not available for this role.

A Working with Children Check is required for all positions. If successful, we will guide you through the process and reimburse you.

Applications close: 24 September 11:55 PM; Melbourne time zone.