Executive Assistant/Project Coordinator

Garvan’s Scientific Platforms provide expertise in genomics, data science, imaging and clinical translation and for both internal and external research groups. This includes identifying and implementing new technologies and working with Garvan research programs to provide cutting edge support.THE OPPORTUNITYThe Executive Assistant/Project Coordinator will provide high level organisational and administrative support to the Chief Scientific Officer (CSO). They will lead coordination of platform projects, working closely with internal and external stakeholders to support effective communication and ensure projects are completed on time. The incumbent will have a thorough understanding of the CSO’s key priorities and the overarching Platform goals. They will also offer support to the Platform Heads as required.Salary: Up to $115,000 + 11% super + salary packaging (depending on experience)Employment Type: Permanent full timeSNAPSHOT OF BENEFITSGenerous salary packaging to save you income tax on your wages thereby boosting your monthly take home pay (max. $15,900 general expenses + $2,650 meals/accom)Ample opportunities for on-going training and developmentStimulating, diverse and highly international research environmentFlexible work arrangements e.g. start / finish times18 weeks paid parental leave for both parents including paid superannuationA range of additional leave types to meet your personal needs including cultural leave, conference leave, community service and study leaveDiscounted Health InsuranceLifestyle discounts with our community partnersWHAT YOU WILL DOExecutive and Administrative SupportProviding high-level administrative support to the CSO and effectively manage the general day to day CSO Office operations and administration activitiesProvide diary management and administering Workday processes (including credit card reconciliation)Managing correspondence and reporting on behalf of the CSO including preparing and coordinating reports and documents. Prepare and review projects and reports concerning Platform activitiesManage travel arrangements including itineraries for local, interstate and overseas travel in compliance with Garvan policies and proceduresBuild and maintain a general knowledge of services offered by the Platforms to inform prioritisation of queries, diary requests and meetingsBuild and maintain an up-to-date understanding of initiatives and projects of CSO/Platform activities to inform triage of requests for information and actionAct as Secretariat for certain committeesCoordinate execution for small events and/or catered meetings, where relevantProject Officer SupportSupporting the coordination of grant applications and their administrative processes for the CSO/Platform Heads, including liaising with investigators, participating institutions, clinicians, and other national and international stakeholders regarding requirements and compliance.Working with CSO to identify areas of inefficiency or potential risk across the Platforms, and work with Platform Heads to address these issuesManages the gathering and preparation of project data, information, analysis and reporting to support project organisation and establishment as assigned by the CSOMonitors project activity and quality and timelines of deliverables against project objectives and implements changes to ensure ongoing achievement of milestones and deliverables as overseen by the CSO/Platform Heads.Coordinates the logistics for the project, including scheduling meetings, coordinating attendees, planning of events and meetings in various locations and sourcing appropriate venuesEngagement, Collaboration & CommunicationDevelop and maintain all relevant internal and external relationships to understand and meet Platform needs of stakeholder groups.Engage with internal and external stakeholders and staff, role modelling Garvan’s values (detailed below).ABOUT YOUA keen interest in medical research.Substantial experience as a high-level executive assistant or project officerWell-developed interpersonal skills with the ability to work well within a team and gain the cooperation from a wide range of individuals and ability to work independentlyExcellent organisation and time management skills. Ability to use sound judgement to handle and prioritise a variety of tasks while adhering to timelines.Demonstrated experience of applying project, administrative, business, budgeting, and planning skills in a complex work environmentDemonstrated administrative abilities in terms of prioritising workflow and managing correspondence, records systems, etc.High level of integrity, and ability to use discretion and tact particularly regarding handling sensitive or confidential mattersProven ability to support the planning, management and delivery of projects including contract managementWell-developed written skills with demonstrated ability to prepare memos, reports, presentations, agendas, and minutesDemonstrated ability to be flexible, work under pressure, handle multiple tasks and meet deadlinesAdvanced computer skills and, with word processing, spreadsheets, presentation and project management software.Skills requiredStrong analytical, critical thinking, and problem-solving skillsCapacity for carrying out duties under minimal supervisionExcellent verbal and written communication skillsABOUT GARVANThe Garvan Institute of Medical Research is an independent Medical Research Institute (MRI) in Sydney, delivering scientific and clinical impact on a global basis and in partnership with organisations that share our vision. We are proud to be one of Australia’s largest and most highly regarded MRI’s.Our vision is global leadership in discoveries to impact and our enduring purpose is to impact human health, by harnessing information encoded in our genome.We seek to see our world-class discovery research achieve life-changing impacts, not only for individual patients with rare diseases, but for the many thousands affected by complex, common disease.Garvan promotes a diverse workplace and is committed to the principles of equity, diversity, inclusion and belonging. We are always looking for culture ‘add’, not culture ‘fit’ and are building diverse teams with great sets of complementary styles and skills to help deliver our important work effectively.HOW TO APPLYTo apply for this position, please submit your application with a CV and cover letter as one document, stating why you are interested in this role. If you think you’re the right person for this role, we’d love to hear how your capabilities, achievements and experience set you apart. Only applicants with full working rights in Australia are eligible to apply for this role.