Executive Assistant – Clinical Research & Industry Alliances and Partnerships

Date: 27 May 2025

Site: VCCC (Parkville)

Location:

MELBOURNE, VIC, AU, 3000

Company: Peter MacCallum Cancer Centre

Unit: Office Of Cancer Research

Division: Cancer Research

Department: Office Of Cancer Research

Enterprise Agreement: Health and Allied Services, Managers and Administr

Office Of Cancer Research

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

Executive Assistant - Clinical Research & Industry Alliances and Partnerships

12-month Fixed-Term, Full-Time position
80 hours per fortnight with monthly ADOs

The Executive Assistant is responsible for providing comprehensive high-level administration support and executive assistance to Professor Jayesh Desai in his role as Associate Director Clinical Research and as a member of the Peter Mac Research Executive, along with key members of his research team. In addition, this individual will support activities associated with The Industry Alliances and Partnerships Program. Alongside playing a pivotal part in communications management, this role will foster and coordinate positive relationships with a number of key stakeholders, both internal and external- including through a number of international collaborations.

We are seeking candidates with:

Demonstrated relevant experience working as an Executive Assistant
Experience working in a complex and diverse working environment with multiple stakeholders
Strong interpersonal skills with the ability to work collaboratively and effectively with a diverse range of stakeholders, internally, nationally and internationally
Exceptional verbal and written communications skills
Excellent office organisational skills
Ability to manage competing priorities, meet deadlines and strong attention to detail
Experience with organising meetings and events, including preparation of agendas, meeting papers and formulating minutes and action items with a high degree of proficiency.
Demonstrated ability to coordinate preparation of reports and presentations to a high standard
Demonstrated ability and commitment to work as part of a team
Discretion dealing with highly confidential and sensitive information
Advanced customer service focus
Proactive, co-operative and enthusiastic approach to responsibilities with an ability to make decisions and take initiative
High level of computer proficiency including advanced experience and knowledge of MS Products (Word, Excel, PowerPoint, Outlook Access); Adobe Acrobat, Apple Products and applications
Experience in use of Microsoft Teams, Zoom, Mentimeter and with databases and web content management systems
Experience planning and supporting events of small and large scale
Strong personal alignment with Peter Mac's values of Compassion, Excellence and Innovation

Our Benefits

We offer a range of benefits which support our people both personally and professionally, including:

Up to $11,660 in salary packaging to increase your take home pay
Discounted health insurance and eye care
A comprehensive health and wellbeing program
Public transport options at our doorstep and end of trip facilities for cyclists
Onsite eateries and coffee shops and inviting rooftop garden spaces
Pathways for professional development and new career opportunities
Five weeks annual leave, 17.5% leave loading, purchased leave options and monthly ADO’s
Flexible, hybrid working practices

Join us!

If you feel this role is right for you we warmly invite you to apply, and encourage your early application. All appointments are made subject to a satisfactory police check and may include vaccination requirements. Should you need assistance or require any adjustments or accommodations to fully participate in the application or interview process, you are welcome to reach out to the contact person listed. We acknowledge that not all applicants will meet the full list of selection criteria outlined, and wherever possible we will consider applications where relevant experience can apply.

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: Professor Jayesh Desai
Email: jayesh.desai@petermac.org

Applications Close: 11 June 2025
______________________________________________________________________________________________________

Position Summary

The Executive Assistant is responsible for providing comprehensive high-level administration support and executive assistance to Professor Jayesh Desai in his role as Associate Director Clinical Research and as a member of the Peter Mac Research Executive, along with key members of his research team. In addition, this individual will support activities associated with The Industry Alliances and Partnerships Program
Alongside playing a pivotal part in communications management, this role will foster and coordinate positive relationships with a number of key stakeholders, both internal and external- including through a number of international collaborations.

Enterprise Agreement

Health and Allied Services, Managers and Administrative Workers (Victorian Public Sector) (Single Interest Employers) Enterprise Agreement 2021-2025

Classification or Salary Range

Grade 2 Level 1

Immunisation Risk Category

Immunisation Category C

Key Relationships

Internal

Peter Mac Executive
Research Executive and their Executive Assistants
Senior Research Staff
Professional Services Staff
Industry Alliances and Partnerships Steering Committee
Partnerships and Enterprise Staff
Peter Mac Communications Staff
Clinical Research and Clinical Trials staff
Hospital departments including Clinical Departments, Specialist Clinics, Admissions and Registrations, Cancer Imaging and Health Information Services
Internal Departments including but not limited to: Accounts Payable, Finance, People and Culture, Procurement, IMCT and Audio Visual Supports

External

C-level executives
Government departments and agencies
Collaborating Organisations including Hospitals, Research Institutes and Universities
Pharmaceutical Industry Partners
Collaborative Research Groups
Other health care providers
Research funding agencies
Facilities
Catering and travel companies
Suppliers and contractors

Education

Skills

Certifications, Licenses & Registrations

Key Accountabilities

Key Accountabilities	Demonstrated by / Key Performance Indicators
Diary and email management, including preparation of meeting papers, reports, presentations	Expert diary management through effective organisation of calendars, using initiative to resolve any conflicts and exercising judgement to ensure priorities are always met. Anticipates the requirements of the Associate Director Clinical Research including being proactive in arranging papers for attendance at meetings, assisting with developing agendas, slide decks, minutes and follow up of action items. Written documents are prepared in a timely manner, to a high standard and consistent with Peter Mac’s style guide.Organising and coordinating meetings, team events, catering, functions and interstate / international travel as required
Organisation and prioritisation skills	Agendas and other documentation for meetings led by the Associate Director, Clinical Research are assembled and distributed in a timely manner. Meeting invitations are sent in a timely manner and include all necessary information, including time zones, locations and any other relevant information. Effective handling of incoming telephone calls and emails. All travel is coordinated in an efficient and effective manner, including hotel and flight bookings, transportation and meal coordination. Efficiently plans for visits and events (including external VIP, interstate and international guests) ensuring all components for the visit are supported and well communicated. Manage the input of others to ensure tasks remain on track and escalate as required when delays or barriers to completing assigned tasks are identified. Prioritises competing work tasks and works efficiently under pressure to meet deadlines. Demonstrates excellent time management skills with the ability to proactively consider and manage critical events.
Administrative, project coordination and financial management support	Financial reimbursements and payments are tracked and completed in a timely manner using Peter Mac processes and systems. Grants administration tasks are completed accurately and meet the associated deadlines Manuscripts and Research Project submissions are coordinated effectively to ensure timelines and other requirements are met. Accurately facilitates People Hub requests for recruitment and related tasks.
Providing responsive and professional customer support to internal and external customers (both in person and over the telephone)	Provides professional service and liaison with internal and external stakeholders. Uses initiative to and is proactive in provision of support to line managers. Responds flexibly with a customer service attitude to meet customer needs. Uses judgment to solve problems and queries.

Key Accountabilities (Contd..)

Patient liaison and organisation	No direct patient communication required, but ensure effective liaison with clinical services, as needed.
Involvement in special and ad hoc projects as required, and assist other executive assistants and executives as required	Special and ad hoc projects are completed within set time frames to a high-quality standard. Assists in the organisation and maintenance of legal contracts. Provides administrative support to other members of the Research Executive team as required. Participates in self-directed performance appraisal on an annual basis. Supports and participates in ongoing educational programs.
Adaptability	Adapts readily to changing circumstances and new responsibilities in the interests of achieving team objectives. Maintains a resilient approach to challenges in the workplace; persists toward goals despite obstacles. Anticipates problems or opportunities and take immediate action to address them, using sound judgement to determine action. Seek continuous learning opportunities and quickly apply new knowledge and skills. Recognises the need for and undertakes personal development as a result of changes. Contributes to establishing new administrative processes and champion local improvements and changes to drive continuous improvement.
Teamwork	Ability to work both independently and collegially as part of a dynamic team. Flexibility to adapt to take on additional administrative duties in response to changing priorities. Work collaboratively with the network of Research support staff across the organisation to exchange ideas, improve work practices and provide peer support.

______________________________________________________________________________________________________

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 is a child safe organisation and has a commitment to child safety and wellbeing.

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.