Executive Assistant

Mercy Hospitals Victoria Ltd; Melbourne; On-site; AUD 85,000 - 105,000; Full time

Job summary

Mercy Health is seeking an experienced Executive Assistant to support the Chief Nursing and Midwifery Officer (CNMO) across Victoria and NSW. The role is on site at Heidelberg, with responsibilities including calendar control, reporting, and stakeholder coordination.

You will be the primary contact for managers, manage communications, and coordinate travel and conferences, ensuring timely delivery and compliance. A 5+ year track record and strong Microsoft 365 skills are essential.

Qualifications

• Minimum 5 years’ experience as an Executive Assistant in a health care setting.
• High level written and verbal communication skills.
• Strong time management and prioritisation abilities.
• Demonstrated ethical integrity and ability to work in a complex environment.

Responsibilities

• Complex calendar and mailbox management.
• Managing monthly reporting requirements for the CNMO.
• Preparation of correspondence and presentations.
• Central contact point for all CNMO stakeholders.
• Coordination of conference, travel and accommodation arrangements for the CNMO.

Skills

Executive Assistant

Calendar management

Communication

Attention to detail

Tools

Microsoft 365

Job description

Employment Type: Permanent Full time Hours: 38 hours per week Salary: Health and Allied Services, Managers and Administrative Workers (Victorian Public Sector) EBA 21-25, HS3 Grade 3, Level 5

Location: Mercy Hospital for Women Heidelberg, other Mercy Health locations as required

Contact: Naomi Brennan, Acting Executive Assistant to the Chief Nursing and Midwifery Officer, at [e-mail]

Where there’s life, there’s Mercy. Where there’s care, there’s You. Through the battles and the breakthroughs, we're there. Where will you be? For over a century, our incredible teams have provided care for people when they need it most. Our people feel great pride in this, and they value the security and stability we offer. But it also means so much opportunity - to build on all that’s gone before, to grow your impact and gain experience that’s hard to find elsewhere. As a for-purpose organisation with over 10,000 dedicated, compassionate people, we continue to offer more services and deeper care than ever before. With Mercy, you’ll have the chance to make an impact and gain experience that’s hard to find elsewhere. At Mercy Health, it’s all about taking what we have and making it better. To do that, we need you.

About the opportunity: The Chief Nursing and Midwifery Officer (CNMO) is responsible for nursing and midwifery workforce across all Mercy Health services locations in Victoria and NSW. We are seeking an experienced and highly professional Executive Assistant, who will be integral to the efficient operations of the CNMO office. Reporting directly to the CNMO, you will work on site in Heidelberg as part of a team that actively promotes work life balance and an on-site positive, values and people-focused workplace. You will be the main point of contact for managers and stakeholders, the lead scheduler and an integral part in achieving the goals of the CNMO office.

Key Responsibilities

• Complex calendar and mailbox management
• Managing monthly reporting requirements on behalf of the CNMO
• Preparation of correspondence and presentations
• A central contact point for all stakeholders seeking access to the CNMO
• Coordination of all conference, travel and accommodation arrangements for the CNMO

What you’ll bring

• Previous experience as an Executive Assistant in a health care setting with a minimum of 5 years’ experience
• High level conceptual and analytical skills, able to respond quickly in a complex, evolving environment.
• Commitment to maintaining honesty and integrity in every aspect of work.
• Ability to maintain good relationships and work as part of a team, while being self-driven to work independently as required.
• Outstanding written and verbal communication skills, complemented by high emotional intelligence in professional interactions
• Mature judgement, within delegated authority, and the ability to anticipate risks or concerns for escalation
• Advanced computer proficiency, including expertise in Microsoft 365 suite including Microsoft Teams, and quick to learn new software platforms with a strong drive to grow with evolving technologies.
• Excellent time management skills and ability to prioritise tasks to meet important deadlines
• Demonstrate proactive problem-solving skills and the ability to manage competing priorities

Required qualifications and evidence

• A current Police Record Check and Working with Children Check.
• Proof of current influenza vaccination and other vaccination status consistent with public health orders.

We acknowledge the Wurundjeri Woi-wurrung peoples, traditional Custodians of the Land in which our Head Office is based, on traditional lands of the Kulin Nation and recognise their deep connections to the land, sea, and culture. We extend this acknowledgement to the many Traditional Lands that we operate across Australia and pay our respects to Elders past and present.

The team at Mercy Health is as wonderfully diverse as the patients, residents, clients and communities we support.

We’re proud to be recognised as an Employer of Choice for Gender Equality by the Workplace Gender Equality Agency (WGEA).

Mercy Health strongly encourages applications from Aboriginal and Torres Strait Islander peoples, and people of all ages, sexualities, genders, abilities and cultural backgrounds.

Mercy Health Australia is renowned for its unwavering commitment to providing compassionate and patient-centered health services and aged care services.

Mercy Health is made up of 10,000 people who provide acute and subacute hospital care, aged care, mental health programs, maternity and specialist women’s health services, early parenting services, home care services and health worker training and development.

Mercy Health employs people from many cultures and backgrounds who, irrespective of their beliefs, share a common bond to care for those in need.

We look forward to welcoming you to your journey with Mercy Health.