Executive Assistant, Business Ventures & People & Culture

Date: 23 Jan 2025

Site: VCCC (Parkville)

Location:

MELBOURNE, VIC, AU, 3000

Company: Peter MacCallum Cancer Centre

Unit: Chief Executive

Division: Chief Executive

Department: Chief Executive

Enterprise Agreement:

Chief Executive

At Peter Mac we aim to continuously improve cancer care, research and education across all cancers and for all people affected by cancer: changing lives, breaking new ground. Everything we do is underpinned by our core values, Excellence, Compassion and Innovation. Welcoming people from a wide variety of different backgrounds and experiences is critical to fostering innovation, cultivating compassion, attracting and retaining top talent and providing the best possible cancer care for our patients.

YOUR ROLE IN OUR FUTURE

Full Time Ongoing Role

An opportunity to join the Executive Assistant team in the Chief Executive’s Office. This role supports the Executive Director People & Culture and the Executive Director, Business Ventures.

The role is to provide efficient, effective and customer focused administration and executive assistance.

Key accountabilities of the role include:

Diary and email management
Organising and coordinating meetings (including formulating agendas and taking complex minutes), team events, catering, functions and interstate/ international travel as required
Managing daily correspondence/typing/filing and preparation of high-level presentation materials via PowerPoint / Word / Excel
Providing responsive and professional customer support to internal and external customers (both in person and over the telephone)
Involvement in special/ad hoc projects as required and a member of the executive administrative team, assist other executive assistants and executives, in particular the Chief Executive, as required.

You will be experienced (minimum of three years) in the provision of high-level administrative, secretarial and executive support services to senior executives and have highly-developed planning, organisational, interpersonal and communication skills - both written and verbal.

You will be a strong team player, a person with keen curiosity and desire to learn.

Applicants to this role should provide a covering letter outlining relative key skills and experience to assist us with our assessment.

For further information about this opportunity, click Apply to be redirected to the Peter Mac Careers page where you can review the position summary.

Alternatively, please contact us using the information below for a confidential discussion.

Hiring Manager: Sean Curtain
Email: Sean.Curtain@petermac.org

Applications Close: 11:59PM Friday 7 February 2025
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Position Summary

To provide efficient, effective and customer focused administration and executive assistance and support to members of the Executive Team.

Enterprise Agreement

Enterprise Agreement (or its successor) Health and Allied Services, Managers and Administrative Workers

Classification or Salary Range

HS3 year 1-5

Immunisation Risk Category

Category C: Position within a non‐clinical setting.

Key Relationships

Internal	Peter Mac Executive team and their executive assistants Senior staff Members of the Board (as required)
External	Representatives of government departments and agenciesc External contractors and suppliers as required

Education

Skills

Essential Requirements

Demonstrated experience working as an Executive Assistant (EA)
Exceptional verbal and written communications skills
High level of confidentiality
Excellent office organisational skills
Ability to manage competing priorities, meet deadlines and attention to detail
Experience with organising meetings and events, including preparation of agendas and complex minute taking for Executive/Committee level meetings
Experience organising travel, particularly complex international trips and expense reimbursement administration
Discretion dealing with confidential and sensitive information
Advanced customer service focus and excellent phone manner
Proactive, co‐operative and enthusiastic approach to responsibilities with an ability to make decisions and take initiative
Proficient in the use of: MS products (Word, Excel, PowerPoint, Outlook); Adobe Acrobat; Apple products (iPad) and applications and quick to pick up new systems as required
Accurate keyboard skills and strong attention to detail

Desirable Requirements

Experience in a similar role in health

Certifications, Licenses & Registrations

Key Accountabilities

1. Diary and email management	Ensure the relevant Executive Directors are appropriately prepared with relevant documentation for all meetings Attend to the daily screening of calls, high level of e‐mail management for Executive Director, proactive diary management and the handling of communications that involve confidentiality.
2. Organising and coordinating meetings, team events, catering, functions and interstate/ international travel as required	All meetings are planned and coordinated with attendees and relevant meeting papers prepared Preparation of agendas and taking and circulating minutes as required and in a timely manner All functions/meetings run smoothly including operation of meeting room video conferencing facilities
3 Managing daily correspondence/typing/filing and preparation of high‐level presentation materials via PowerPoint / Word / Excel	Work is completed accurately to a high standard and within agreed deadlines Presentations are prepared in a timely manner, to a high standard and consistent with Peter Mac’s style guide Support executives in the preparation of presentation materials and other communications

Key Accountabilities (Contd..)

4. Providing responsive and professional customer support to internal and external customers (both in person and over the telephone)

Ensure professional service and liaison with internal and external stakeholders
Uses initiative to anticipate needs of Executive Director cohort
Responds flexibly with a customer service attitude to meet customer needs
Uses judgment to solve problems/queries

5. Coordination and involvement in special/ad hoc projects as required and as a member of the executive administrative team, assist other executive assistants and executives in particular the Chief Executive, as required.

Administrative support to the Executive Committee and any other meetings/committees as required by the Executive Office, including papers, minutes/actions and meeting arrangements
Special/ad hoc projects are completed within set time frames to high quality standard
Assist in the organisation and maintenance of the general filing system
Assist in the provision of reception support for the Executive Suite. E.g. Mail collection, collection of kitchen supplies, stationery purchasing
Facilitate People Hub recruitment processes and management
Provide administrative support to other members of the Executive team as required e.g., when covering leave within the EA team
Attending to travel arrangements
Support executives in their management and execution of reviewed contracts/agreements
Participate in self-performance appraisal on an annual basis
Supports and participates in ongoing educational programs

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For further information about this opportunity, click Apply to be redirected to the Peter Mac Careers page where you can review the position profile. Alternatively, please contact us for a confidential discussion.

Peter Mac requires its staff to be fully vaccinated against COVID-19. Please contact us if you would like to discuss this requirement.

WHY WORK FOR PETER MAC

Peter Mac offer a range of benefits which support our people both personally and professionally.
Our staff benefits include award winning facilities, professional development and events, a health and wellbeing program, flexible work practices and policies and financial benefits such as salary packaging.
We encourage applications from Aboriginal and Torres Strait Islander people, all members of the LGBTQI community and people with a disability.