Executive Assistant

Ingham Institute; Liverpool City Council; Hybrid; AUD 70,000 - 90,000; Part time

Benefits offered by this job

Salary packaging

Meal Entertainment card

Discounted gym membership

Car parking

Wellbeing services

Training & development

Collaborative team culture

Job summary

Ingham Institute is seeking an experienced Executive Assistant to provide high‑level organisational, operational and administrative support to the Research Director & Chief Scientist. The role will manage an extensive diary, travel, correspondence and meetings.

You will work autonomously in a fast‑paced not‑for‑profit environment, coordinating complex schedules, preparing briefs and reports, and supporting research submissions and stakeholder communications.

Qualifications

• Extensive experience providing high‑level executive administration and support.
• Proven ability to manage complex and changing executive diaries and travel arrangements.
• Strong business writing skills for briefs, reports and meeting papers.

Responsibilities

• Manage the Research Director's busy diary and travel arrangements.
• Prepare agendas, minutes and action logs for meetings.
• Draft and tailor briefings, biographies and research impact summaries.

Skills

Executive administration

Diary management

Travel coordination

Business writing

Stakeholder comms

Education

Tertiary qualifications

Tools

Microsoft Office

Adobe Creative Suite

Job description

At Ingham Institute for Applied Medical Research ("Ingham Institute"), we are committed to inspiring better health and transforming the treatment and care of people living with the most prevalent medical conditions and diseases.

Our purpose is to make and apply discoveries that translate to radical improvement in health and health care for all.

Ingham Institute Values

Imagination– we boldly challenge each other to think differently.

Inclusion– we believe in and direct our efforts towards equity for all.

Impact– we maximise our success by being relevant, focused, and responsive.

Integrity– we operate with honesty and transparency in everything we do.

Our values act as a guide for our engagement with our colleagues, partners, stakeholders, and the communities we support.

About the role

We have an exciting opportunity available for an experienced Executive Assistant to provide high-level organisational, operational and administrative support to the Institute’s Research Director & Chief Scientist

The Executive Assistant will act as a key point of contact for the Research Director, delivering proactive executive support including extensive, sophisticated diary and travel management, preparation of high-quality correspondence and reports, and secretariat support for meetings and committees. The role requires exceptional planning and organisational skills, including the ability to anticipate competing priorities, coordinate complex schedules and engagements, and optimise the executive's time through thoughtful forward planning and sound judgement.

The successful candidate will be a strong communicator and accomplished business writer, with the ability to independently synthesise, tailor and repurpose information for a variety of audiences. This may include preparing briefings, presentations, biographies, research impact summaries, and other materials relating to the Research Director's work, often with minimal direction.

We are seeking someone who is confident working autonomously, exercises sound judgement and is comfortable making decisions in a fast-paced environment where complete information may not always be available. The ideal candidate will be solutions-focused, highly responsive, and capable of proactively managing priorities while keeping key stakeholders informed.

In addition, the successful candidate will assist with administrative duties related to the research activities of the Research Director, including supporting funding submission documentation, collating materials for speaking engagements, and contributing to projects that support the Institute's strategic research goals and values. The role will involve regular interaction with a broad range of senior internal and external stakeholders across research, health, academia, government and community sectors. As such, we are looking for a professional who values efficiency, communicates in a clear and direct manner, and is focused on delivering outcomes.

Flexibility is important in this role. While excessive hours are not expected, the successful candidate will be comfortable working in partnership with a senior executive whose schedule may occasionally require communication or coordination outside traditional business hours.

Please note, this role is offered on a part-time (0.8 FTE, Monday to Thursday), 12-month contract basis. Hybrid working arrangements will be available upon successful completion of the probationary period.

About You

Relevant tertiary qualifications, or an equivalent combination of experience and training.

Extensive experience providing high-level executive administration and support.

Proven expertise managing complex and frequently changing executive diaries and travel arrangements.

Exceptional organisational skills, with the ability to manage competing priorities, multiple deadlines and events simultaneously.

Demonstrated ability to adapt to changing priorities and collaborate effectively in a dynamic environment.

Strong business writing skills, including experience repurposing and developing high-quality documents for different audiences.

Proven ability to manage projects and deliver outcomes within agreed timeframes.

Experience providing secretariat support, including the preparation of agendas, minutes, action logs and meeting papers.

Demonstrated ability to develop, implement and improve administrative systems, processes and workflows, with strong attention to detail.

Proficiency in Microsoft Office and Adobe Creative Suite, with experience coordinating and delivering a range of events.

Familiarity with research administration support (documents for funding submissions, materials for speaking engagements, etc)

Understanding of research funding landscape.

Experience working in a not-for-profit organisation.

For more information about Ingham Institute for Applied Medical Research, please visit the website - https://inghaminstitute.org.au

What we offer

At the Ingham Institute, we are proud to offer a dynamic and supportive work environment that fosters professional development and work-life balance. Some of the key benefits include:

A competitive salary plus access to great salary packaging opportunities (up to $15,900 of general living expenses including rent, mortgage and credit card payments each year).

A Meal Entertainment card (salary package up to $2,650 of dining out, hotel accommodation, venue hire and catering expenses each year).

Access to a number of benefits associated with working in partnership with NSW Health such as discounted gym membership, competitive car parking rates, access to wellbeing services and learning & development opportunities.

State-of-the-art research facilities and resources.

Opportunities for ongoing training and career progression.

A collaborative team culture.