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Personal Assistant

Personal Assistant

About us

The Bionics Institute is an internationally recognised, independent medical research institute that solves medical challenges with technology.

We lead the world in the research and development of innovative medical devices and therapies to improve human health. Our multidisciplinary team comprises world-class scientists, engineers and researchers, and our laboratories are located in St Vincent’s Hospital Melbourne, close to our clinical collaborators.

Together we transform the lives of people with a range of conditions, including hearing impairment, Crohnʼs disease, Parkinson’s disease, epilepsy, stroke, arthritis, and diabetes.

About you

The incumbent is responsible for providing a wide range of executive assistance and general administrative support to the CEO and two other Senior Executives.

The role includes high level executive assistance, event management preparation and interaction with high level third parties.

It is an extremely busy and important role with a lot of variety and requires someone who is able to thrive on multi-tasking, has a can-do attitude and will take ownership and responsibility for their role.

Key Responsibilities

  • Provides secretarial and administrative support to the CEO and two other Senior Executives.
  • Organising business appointments and travel arrangements for the CEO and two other Senior Executives.
  • Assists the CEO and two other Senior Executives with development of presentations and other materials as required including of a technical l nature.
  • Multiple diary management, coordinating meetings and functions as required for the CEO and two Senior Executives.
  • Creates purchase orders for CEO purchases.
  • Enters invoices for CEO into the Workplace Database.
  • Reconciles credit cards for the CEO and two Senior Executives.
  • Communicates with the organisation’s Executives, Executives of external organisations, Board members, suppliers, and clients on behalf of the CEO and two Senior Executives.
  • Coordinates the organisation of business functions, lunches, and dinners.
  • Assists with the coordination of direct mail campaigns, invitations, and program materials.
  • Donor and prospective donor interaction and relationship management.
  • Supporting other Senior Executives when required.
  • Other ad hoc duties, as may be required from time to time.

Level of supervision and independence

The incumbent is expected to carry out a range of tasks that require a high level of administrative and planning skills.

Whilst general direction is provided by their supervisor, the incumbent is expected to work with autonomy, be proactive and exhibit initiative and flexibility.

The position has no direct reports.

Problem solving and independence

The incumbent is expected to have the ability to research and recommend effective solutions to problems as and when required.

Problem solving and judgement

The incumbent will have well-developed interpersonal skills with the ability to work well in a team.

The incumbent requires strong time management skills with excellent attention to detail and the ability to prioritise effectively.

Essential Selection Criteria

  • At least 5 years of experience as a Personal Assistant.
  • Completion of a relevant diploma or bachelor’s degree and/or significant relevant professional experience.
  • Able to manage and coordinate diaries of three Senior Executive diaries
  • Demonstrated organisational, analytical, and problem-solving skills with an impressive track record of meeting deadlines and responding productively to changing requirements.
  • Excellent interpersonal and communication skills. This will include high level written and oral communication skills, high quality report writing, the ability to present visual and audio material effectively and to interpret information for communication with a variety of audiences.
  • Demonstrated ability to build strong relationships with a wide range of stakeholders and the ability to influence and work to achieve deadlines through others.
  • A strong track record of taking initiative and delivering on requirements
  • An exceptional eye for detail and level of accuracy in diary management and written communications.
  • A high level of proficiency with Microsoft Office programs.
  • A high level of competence in taking minutes at meetings.

Applications Close: Friday, 25th November 2022,11.59 pm. However, applications will be considered as they are received, and the position may be filled ahead of the closing date.

See full position description here

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