Who we are?

The Murdoch Children’s Research Institute (MCRI) is home to significant scientific discoveries. We believe there is an answer, a cure or a better treatment for every childhood condition — and we’re determined to find it. We are a diverse team of world-leading researchers, doctors, engineers, and hardworking professionals in corporate and scientific services from all corners of the world with one shared goal — to transform child health worldwide. Our strength lies in our partnership and co-location with The Royal Children’s Hospital and the University of Melbourne; the Melbourne Children’s Campus. This rare model amplifies opportunities to quickly translate research into clinical care. At MCRI, you’ll also find our subsidiary organisation, the Victorian Clinical Genetics Services (VCGS), a specialist childhood, prenatal and adult genetics service. VCGS provides an integrated genetic consultation, counselling, testing and diagnostic support service to children, adults, families and prospective parents.

Together, we share a powerful vision: re-imagine the future of child health.

The Opportunity:

This Personal Assistant role is designed to assist and optimise the role of the Chief Operating Officer, MCRI. The role encompasses a broad range of administrative duties such as stakeholder engagement, scheduling and calendar management, meeting coordination & minutes, document preparation and document management. This role also supports the broader administration and policy and procedure requirements of the Operations Team.

The role is suited to an individual with excellent communication skills, accuracy, ability to manage competing demands, meet and negotiate timelines and work under pressure. The role will also benefit from an ability to influence others, build trust, remain flexible, be proactive, resourceful and efficient. A high-level of professionalism and confidentiality is a must.

A very high level of written and verbal communication skills, decision making ability and attention to detail across a broad range of concurrent tasks is of high importance.

Your responsibilities include but are not limited to:

Key Accountabilities

• Providing a high level of daily administrative support and coordination needs.
• Inbox management – triaging and flagging emails requiring responses and/or responding where appropriate.
• Diary management – manage the Chief Operating Officer (COO) schedule, schedule internal and external meetings, book meeting rooms and resources, set up zoom teleconferences, order and manage catering as/when needed.
• Travel management for Chief Operating Officer (COO) and visitors who the Chief Operating Officer (COO)hosts at MCRI.
• Reconcile the Chief Operating Officers (COO) credit card statements and take appropriate action on any discrepancies.
• Approve direct report leave requests and any other requests submitted via the HR information System in consultation with the Chief Operating Officer (COO).
• Provide admin support for the Crisis Management Team and participate in training as and when arranged.
• Support the Project Officer Manager on COVID-19 Crisis Management team administrative requirements including running the key contact point of the risk inbox ([email protected]).
• Provide administrative support to the Crisis Management Team (CMT) and participate in training as and when required
• Support Operations teams managers with minor projects as required from time to time.
• Assistance with occasional reception cover (minimal) – full training on switchboard provided.
• Minute taking and action points recording at meetings and assisting with following up actions across the Operations team as required.
• Assisting other managers within the Operations team with coordination of large meetings, events or functions.
• Leading document archive and retention processes for hard copy records.

Selection Criteria:

• Related experience or Formal qualifications in Business or Office Administration.
• Excellent work ethic with an eye for detail and the ability to self-manage your workload.
• Highly proficient time management skills and the ability to effectively multi-task.
• Excellent communication and customer service skills.
• Proficiency in use of Word, Excel, PowerPoint, MSTeams, Zoom, Outlook 365 and other office related programs.
• Professional presentation and manner especially when dealing with clients and associates.
• Self-starting, reliable and punctual and able to be flexible when workloads require this.
• Ability to work with limited supervision and make appropriate decisions.

On Offer:

• Full Time Permanent position.
• Positive working environment in a significant, growing organisation.
• Strong culture of employee development and support.

Apply Now!!

For a full list of responsibilities download the position description.

For specific questions not answered in the PD please contact Sarah MacNeil ([email protected], using the subject line: Personal Assistant to Chief Operating Officer enquiry via EthicalJobs).

Click apply to proceed with your application.

Position Reference: 28213

On occasions where we receive a large number of applications, we may close the advert ahead of the publicised closing date. We would therefore advise that you submit your completed application as soon as possible.

MCRI is a proud member of the Australian Network on Disability. Should you require any specific support or adjustments please talk to us and we will be happy to accommodate your requirements.