Executive Assistant to COO

at  The Florey Institute

ABOUT US

The Florey Institute of Neuroscience and Mental Health is a medical research institute specialising in the brain and mind and is one of the world’s top 10 brain research centres. We employ exceptionally talented people who work to solve the greatest brain and mind challenges of our era. Our staff and students are the bedrock of our research and success, and we strive for excellence by fostering partnerships and empowering people. At the Florey our mission-driven culture enables our people to collaborate, thrive, learn, make ground-breaking discoveries and advance humanity through brain and mind science.

ABOUT THE ROLE:

A newly created role is available for an experienced Executive Assistant to assist the Chief Operating Officer (COO) and Company Secretary. You will be the primary administrative support to the COO and provide trusted and high-level service and communicate on behalf of the COO to stakeholders as required.

THE CANDIDATE WILL BE RESPONSIBLE FOR:

• Co-ordinate weekly diary movements with the input of the COO.
• Actively engage with all relevant stakeholders both internally and externally - confirm attendances at meetings, pre meeting reading/requirements and log and track any key responses and actions required within set timeframes.
• Diarise, as directed by COO, actions relating to incoming and outgoing correspondence (email) and escalate or seek clarification where required.
• Provide executive administration, co-ordination and planning in relation to key Florey projects.
• Assist the COO within their role as Company Secretary - facilitate and coordinate the preparation of Board and Sub Committee papers (agendas, reports and minutes) on a cyclical rotation, acting as contact point for all contributors and following up on behalf of the Company Secretary.
• Demonstrate excellent time management skills including working to deadlines and always attending to detail.
• Reconciliation of credit card expenses.
• Organise and book domestic and international travel on behalf of the COO and executive team.
  Detailed information and key responsibilities are available from the Position Description.
  This position is a permanent, full-time role, however part-time hours, flexible work arrangements (one day working from home), irregular hours will be considered for the right candidate. The role attracts an annual salary offer ranging from Higher Education Worker (HEW 7-4) $94,365 to Higher Education Worker (HEW 7-5) $96,252, commensurate with experience.
  Applicants who meet the criteria listed in the Position Description should submit their resume together with a cover letter no later than 5.00pm, Friday 10th May 202.