Senior Executive Assistant

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

Benefits offered by this job

17% superannuation

Salary packaging options

Job summary

Walter and Eliza Hall Institute of Medical Research in Parkville is seeking a Senior Executive Assistant to provide high-level support to the Chief People Officer, CFO, and COO. The role focuses on governance support, board papers, minute-taking and coordinating executive calendars in a fast-paced biomedical research environment.

The position is full-time with a starting salary at Professional Services Employee Level 7 and attractive superannuation and salary packaging options.

Qualifications

• 5+ years of executive support experience in a complex organisation.
• Experience supporting C-suite executives and governance bodies.
• Ability to manage competing priorities and complex calendars with minimal supervision.
• Experience coordinating committee/board meetings and minute-taking.
• Familiarity with governance platforms such as Diligent or similar.
• Advanced proficiency in Microsoft 365 and document management (SharePoint).
• Strong written communication for agendas, minutes, briefs and reports.

Responsibilities

• Deliver exceptional executive support to senior leaders in a fast-paced environment.
• Coordinate governance and committee activities, ensuring compliance.
• Manage stakeholder engagement, communications and executive priorities.
• Support strategic projects and organisational activities.
• Drive efficient operations through records management and process improvement.
• Collaborate within the EA team to provide flexible support.

Skills

Executive support

Board governance

Stakeholder management

Communication skills

MS 365 proficiency

Time management

Discretion & judgement

Tools

Diligent

SharePoint

Microsoft 365

Job description

About the Position

An excellent opportunity is available for a Senior Executive Assistant to join the Office of the Director at Australia’s pre-eminent biomedical research institute. The 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 Responsibilities

• Deliver 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 Criteria

Knowledge and Skills

• Demonstrated 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 professionalism.
• Collaborative 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 Appointment

• This 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].

WEHI’s commitment to diversity and inclusion

At WEHI we strive to foster a flexible working environment that encourages individual differences and promotes collaboration and creativity.

We recognise that talent does not sit within a single identifiable group in our society and that WEHI’s ability to shape contemporary scientific thinking and deliver leading professional services relies on a diversity of thought within our organisation.

Our action to promote gender equality has been recognised with an Athena SWAN Bronze Award from Science in Australia Gender Equity (SAGE) and we offer a range of support for women researchers.

Our commitment to celebrating diversity and addressing inequities is further demonstrated through our Diversity and Inclusion Strategy, Gender Action Plan, Reconciliation Action Plan and our WE-Pride network for LGBTQIA+ staff and students.

We actively encourage applications from, people with a disability, culturally, religiously and linguistically diverse people and people with diverse genders and sexualities.

Should you require support during the recruitment process due to special needs or consideration, please contact the People and Culture team.

WEHI’s commitment to Indigenous employment

WEHI is working to create a future where Aboriginal and Torres Strait Islander peoples will be engaged at the scientific frontier, making exciting discoveries and decisions about the future of health in this country, and part of a leading professional services workforce supporting the realisation of these discoveries.

We are committed to creating a culturally safe workplace and offering career development and leadership opportunities to First Nations staff and students.

We strongly encourage any Aboriginal and Torres Strait Islander peoples to apply.