Executive Assistant to the Director

at  The Walter and Eliza Hall Institute of Medical Research

Job Title
Executive Assistant to the Director
Job Description
An excellent opportunity is available for an Executive Assistant to join the Governance, Risk and Compliance department at Australia’s pre-eminent biomedical research institute.
About the Position
The Executive Assistant provides high quality and confidential executive, secretarial and administrative support to the Director and WEHI Executive Team. The role requires initiative, attention to detail and discretion, and experience in working in a complex, sensitive and fast paced environment. The successful candidate will demonstrate strong skills in communication, organisation and planning, teamwork, and advanced computer proficiency, particularly with Microsoft 365. Strong stakeholder relations abilities are essential. Daily tasks include diary and inbox management, office management, stakeholder liaison, meeting management, and administration of WEHI member appointments.
The ideal candidate will have significant experience in executive support to senior executives. You will be able to demonstrate strong skills in verbal and written communication, exceptional organisation and planning capabilities, and the ability to develop and maintain senior stakeholder relations.
Key responsibilities

Executive and Administrative Support

• Provide confidential executive, secretarial, and administrative support to the Director’s Office and Executive Team.
• Support the Director’s daily operations through efficient diary management, email and correspondence handling, ensuring timely responses and appropriate prioritisation.
• Records management using SharePoint, hardcopy records in line with policies.
• Provide high-level administrative and organisational support for the Director, Executive, and Committees.
• Support the Company Director in administering WEHI Members appointed under the Constitution.
• Respond to ad-hoc requests and inquiries from the Director or Chief of Staff.

Stakeholder and Committee Support

• Provide support to specified committees, including organising meetings, compiling papers for distribution, and taking accurate minutes.
• Effectively and accurately communicate relevant project and organisational information to internal and external stakeholders.
• Build and maintain strong relationships with senior stakeholders to support effective collaboration and communication.

Additional Skills and Attributes

• Exceptional verbal and written communication skills, with the ability to draft high-quality documentation and correspondence.
• Strong organisational and planning capabilities, with attention to detail and the ability to manage competing priorities.
• Proven ability to maintain discretion and handle sensitive and confidential information.
• Expert knowledge in the Office 365 suite of products particularly SharePoint, Word and Excel.
• A working knowledge of Diligent Boards is desirable.

Selection Criteria

Qualifications:

• Minimum of 5 years’ experience supporting senior management or executive

Knowledge and skills:

• Executive Support: Proven ability to deliver high-quality, responsive support to senior executives, boards, and committees.
• Service Excellence: Demonstrates a commitment to continuous improvement, resolving issues promptly, and enhancing service quality.
• Problem Solving: Gathers and analyses relevant information to propose practical solutions.
• Planning and Organisation: Effectively plans and prioritises tasks, implements systems to guide work, and overcomes barriers.
• Technical Skills: Strong proficiency in MS Office applications (Outlook, Word, Excel, PowerPoint, Teams, SharePoint, OneNote).
• A knowledge of medical research institute is desirable.

Personal qualities:

• Adaptability: Thrives in dynamic environments and adjusts to changing priorities.
• Relationship Building: Builds trust and fosters collaboration with diverse stakeholders; handles sensitive situations diplomatically.
• Attention to Detail: Identifies gaps and ensures thoroughness in plans and activities.
• Drive and Commitment: Sets high performance standards and demonstrates sustained effort in a fast-paced setting.
• Initiative: Proactive and accountable, taking ownership of tasks and seeking opportunities for improvement.

Terms of Appointment
This position is an ongoing role in a full time capacity. Salary is Professional Services Employee Level 7 ($101,911-$110,320). Up to 17% superannuation and very attractive salary packaging options are available.
General enquiries can be directed to Joh Kirby –
kirby.j@wehi.edu.au
A position description is available
here
.
How to Apply
Please apply by uploading your CV, cover letter and a document addressing the key selection criteria in pdf format.
Application Closing Date: 9 February 202

Please refer the Job description for details