Senior Executive Assistant

The-Walter-and-Eliza-Hall-Institute-of-Medical-Research; City of Melbourne; On-site; AUD 108,000 - 117,000; Full time

Benefits offered by this job

17% superannuation

Salary packaging options

Job summary

The Walter and Eliza Hall Institute of Medical Research in Melbourne is seeking a Senior Executive Assistant to support the Chief People Officer, Chief Financial Officer and Chief Operating Officer. You will manage complex calendars, coordinate governance activities, and serve as a trusted liaison across the Institute.

Working closely with the Office of the Director and EA team, you will support board subcommittees, papers, minutes and action tracking, using Diligent and SharePoint, with a

Qualifications

• 5+ years of executive support experience in a complex organisation.
• Experience supporting C-suite executives and governance bodies.
• Proven ability to coordinate governance activities, papers, minutes and action tracking.
• Proficiency with governance portals such as Diligent or similar systems.
• Advanced skills in Microsoft 365 and SharePoint for document management.

Responsibilities

• Provide high-level executive and governance support to senior leaders.
• Coordinate committee activities, agenda, papers, minutes and follow-ups.
• Manage complex executive schedules and stakeholder communications.
• Support strategic projects and organisational initiatives.
• Ensure records management and process improvements.
• Assist with governance platforms and board portal administration.

Skills

Executive support

Calendar management

Governance support

Board meetings

Minutes & action tracking

Stakeholder engagement

Written communication

Discretion & judgement

Governance platforms

Tools

Diligent

SharePoint

Microsoft 365

Job description

Job TitleSenior Executive AssistantJob DescriptionAn excellent opportunity is available for a Senior Executive Assistant to join the Office of the Director at Australia’s pre-eminent biomedical research institute.About the PositionThe Senior Executive Assistant provides high-level executive and governance support to the Chief People Officer, Chief Financial Officer and Chief Operating Officer, enabling them to focus on strategic priorities, organisational leadership and the delivery of key institute initiatives.This role is central to the effective operation of the Executive and governance functions of WEHI. Managing complex executive schedules, coordinating high-level meetings and stakeholder engagement, and acting as a trusted liaison across the Institute, the Senior Executive Assistant plays a critical role in supporting organisational effectiveness and decision-making.Working closely with the Manager, Office of the Director and the broader Executive Assistant team, the position also provides end-to-end support for Board subcommittees and governance bodies, including agenda coordination, preparation and distribution of papers, minute-taking, action tracking and administration of governance platforms such as Diligent and SharePoint.This is an exceptional opportunity for an experienced executive support professional who thrives in a fast-paced environment, exercises sound judgement and discretion, and enjoys working at the centre of executive leadership, governance and organisational operations.Key ResponsibilitiesDeliver exceptional executive support to senior leaders in a fast-paced environment.Coordinate governance and committee activities, ensuring effective administration and compliance.Manage stakeholder engagement, communications and executive priorities.Support strategic projects, operational initiatives and organisational activities.Drive efficient business operations through effective administration, records management and process improvement.Work collaboratively across the Executive Assistant team to provide flexible and responsive support.Selection CriteriaKnowledge and SkillsDemonstrated experience (5+ years) providing executive support to senior leaders within a complex organisation.Proven ability to manage competing priorities and complex executive schedules with minimal supervision.Experience supporting C-suite executives, leadership teams or governance bodies such as Boards or Board committees.Demonstrated experience coordinating committee or Board meetings, including preparation of papers, minute-taking and action tracking.Experience using governance platforms such as Diligent or similar Board portal systems is highly desirable.Advanced proficiency in Microsoft 365 applications and collaborative document management platforms (e.g. SharePoint).Strong written communication skills with the ability to prepare professional documentation including agendas, minutes, briefing materials and reports.Personal Qualities:Excellent organisational and coordination skills with exceptional attention to detail.Strong interpersonal and communication skills, with the ability to build effective working relationships with senior leaders and stakeholders.Highly responsive, adaptable and dependable, with the ability to operate effectively in a fast-paced and complex environment.Demonstrated ability to manage multiple priorities while exercising discretion, sound judgement and professionalismCollaborative team player who actively contributes to a positive team culture, supports colleagues during peak workload periods, and willingly undertakes additional responsibilities during quieter periods to advance team and organisational objectives.Terms of AppointmentThis position is an ongoing role in a full time capacity. Salary is Professional Services Employee Level 7 ($108,119 - $117,039). Up to 17% superannuation and very attractive salary packaging options are available.General enquiries can be directed to Marisa Raucci – [e-mail].A position description is available here.How to ApplyPlease apply by uploading your CV, cover letter and a document addressing the key selection criteria in pdf format.Application Closing Date: Friday, 23 October 2026.