Executive Assistant to Chief Operating Officer

 

Join the Fight Against Cancer!

The Olivia Newton-John Cancer Research Institute is at the forefront of pioneering experimental and breakthrough cancer treatments. Our relentless efforts focus on investigating and developing treatments for cancers of the breast, bowel, lung, melanoma, prostate, liver, gastrointestinal tract, and brain.

Our priority is to outsmart cancer.

Our vision is to help people live better with cancer and defeat it.

 

About the Role:

This dynamic role offers a unique opportunity to drive real change. We are on the lookout for a highly organized and proactive Executive Assistant to provide comprehensive support to our Chief Operating Officer (COO). This role is pivotal in ensuring the smooth operation of the COO’s office and assisting in the execution of key initiatives and projects. The successful candidate will play a vital role in enabling the COO to focus on strategic priorities and maximize their productivity.

 

Key Responsibilities:

  • Masterfully manage the COO’s calendar, keeping abreast of their workflows and aiding in identifying and facilitating action items for the COO and Research Services Leadership Team (RSLT).
  • Skilfully schedule and coordinate meetings for the COO with a range of internal and external stakeholders.
  • Serve as the primary point of contact for the COO, screening and prioritising incoming communications.
  • Draft and prepare high-level correspondence, presentations, reports, and other documents on behalf of the COO.
  • Provide seamless support for committees chaired by the COO, including scheduling, preparation of agendas and papers, ensure thorough pre-meeting briefings, clear and concise minute taking and effective task management.
  • Proactively stay informed of the Institute’s evolving processes and procedures, promptly bringing any updates or potential hurdles to the COO’s attention.
  • Coordinate events and activities as required.
  • Assist in the coordination and execution of various projects and initiatives led by the COO.
  • Track project milestones, deadlines, and deliverables, ensuring timely completion.B
  • Build and maintain strong relationships with internal and external stakeholders, representing the COO professionally and diplomatically
  • Aid in risk analysis, developing appropriate mitigation and contingency plans and capturing, assessing and managing issues to resolution.

 

Qualifications:

  • Tertiary degree or equivalent experience.
  • Proven experience as an executive assistant or similar role, supporting C-level executives.

 

Thrive in this Role if this is You:

  • Multitasking Master: Manage multiple projects and tasks efficiently.
  • Organisation Pro: Plan and prioritise your work effectively.
  • Team Player: Collaborate seamlessly with colleagues.
  • Independent & Decisive: Work autonomously, handle ambiguity, and make clear decisions.
  • Event Planning Savvy: Experience in event coordination is a plus.
  • Problem-Solving Prowess: Possess strong analytical skills to assess and solve problems.
  • Communication Champion: Excel in written and verbal communication.
  • Tech-Savvy: Master MS Office Suite (including MS Project) and Adobe Acrobat.
  • Fast Learner: Adapt and learn new administrative tools and software quickly.
  • Flexible & Adaptable: Thrive in a fast-paced environment with changing priorities.
  • Time Management Maestro: Manage your time effectively to prioritize tasks and support the COO.
  • Detail-Oriented: Exceptional attention to detail ensures seamless task management.
  • Relationship Builder: Develop strong relationships with internal and external stakeholders for efficient workflows.
  • Discretion Assured: Maintain confidentiality with the utmost discretion.

 

We Offer:

  • A competitive salary and benefits package (up to $18,550).
  • 5 additional paid days off per year.
  • Flexible work arrangements.
  • The opportunity to make a significant impact in a dynamic research setting.

 

Ready to Join the Fight?

Send your cover letter, CV, and contact details for 3 references to Deanne Aitken at deanne.aitken@onjcri.org.au referencing ONJCRI 0140/2024.

 

Employer Questions:

  • Your application will include questions regarding your right to work in Australia and your experience as an Executive Assistant/Executive Officer.

 

Make a Difference. Apply Today!