Executive Support Administrator

An excellent opportunity is available for a Executive Support Administrator to join the Office of the Director at Australia's pre-eminent biomedical research institute.

The Executive Support Administrator provides high-level administrative, operational and committee support to Executives and Senior Leaders within the Office of the Director. The role enables senior leaders to focus on strategic priorities through the management of complex schedules, meetings, travel, stakeholder engagement and executive operations.

Working collaboratively within the Executive Assistant team, the position also delivers end-to-end support for designated committees, including meeting coordination, preparation of papers, minute-taking, action tracking and governance administration. The role contributes to the smooth operation of the Office of the Director through records management, process improvement, compliance support and the development of systems and processes that enhance efficiency and consistency.

This is an excellent opportunity for an experienced executive support professional who thrives in a fast-paced environment and enjoys working at the centre of leadership, governance and organisational operations.

Key Responsibilities

Executive Support

• Manage complex calendars, appointments and meeting logistics for assigned Executives and Senior Leaders.
• Coordinate domestic and international travel arrangements and itineraries.
• Act as a key liaison between executives and internal and external stakeholders.
• Support executive meetings, planning sessions, workshops and offsites.
• Respond to executive requests and enquiries with professionalism, discretion and sound judgement.

Committee Support

• Coordinate committee meetings, agendas and papers.
• Attend meetings and prepare accurate, high-quality minutes.
• Track actions and follow up to ensure timely completion.
• Support onboarding and administration for committee members.

Operational Support

• Support the day-to-day operations of the Office of the Director.
• Coordinate visitors, hospitality and executive events.
• Maintain records, registers and document management systems.
• Support purchasing, expense reconciliation and administrative compliance processes.
• Contribute to systems, templates and process improvements across executive operations.

Key selection criteria

Knowledge and skills

• 3-5 years' experience in executive or senior administrative support roles.
• Demonstrated ability to manage competing priorities with poise and discretion.
• Experience liaising with internal and external stakeholders, including senior leaders.
• Strong proficiency in Microsoft 365 (Outlook, Word, PowerPoint, Excel, Teams) including working in online document sharing frameworks (e.g. SharePoint).
• Experience in a complex, fast-paced environment (e.g. higher education, research, health, government, or large NFP); experience in a medical research institute is desirable.

Personal qualities

• Excellent organisational and coordination skills, with an eye for detail.
• Proactive communicator with strong interpersonal skills.
• Responsive, dependable and adaptable.
• Comfortable managing multiple priorities with discretion.
• Collaborative team player who actively contributes to a positive team culture, supports colleagues during peak workload periods, and willingly undertakes additional responsibilities during quieter periods to advance team and organisational objectives.
• periods to advance team and organisational objectives.

Terms of Appointment
This position is an ongoing role in a full time capacity. Salary is Professional Services Employee Level 6 ($97,990 - $106,069). Up to 17% superannuation and very attractive salary packaging options are available.

General enquiries can be directed to Marisa Raucci - ••••@wehi.edu.au.
A position description is available here.

How to Apply
Please apply by uploading your CV, cover letter and a document addressing the key selection criteria in pdf format.

Application Closing Date: COB Friday, 28 August 2025.

WEHI - Brighter together

WEHI is where the world's brightest minds collaborate and innovate to make discoveries that will help us to live healthier for longer. Our medical researchers have been serving the community for more than 100 years. We bring together people with different skills and experience who are committed to long-term discovery. Our teams of researchers are committed to solving the most complex health problems, making transformative discoveries for cancer, infectious and immune diseases, developmental disorders and healthy ageing.

WEHI is a place where people are able to shine. People who are inquisitive, who are committed, who are passionate. People who want to make a difference. And we are committed to ensuring they have the tools to flourish, personally and professionally. We are a community of researchers, students and professional service staff who work towards achieving discoveries that improve human health. We are driven by collaboration, curiosity and creativity. We are committed to making a positive difference to the lives of people in Australia and around the world. We are WEHI. We are brighter together.

WEHI's commitment to diversity and inclusion

At WEHI we strive to foster a flexible working environment that encourages individual differences and promotes collaboration and creativity. We recognise that talent does not sit within a single identifiable group in our society and that WEHI's ability to shape contemporary scientific thinking and deliver leading professional services relies on a diversity of thought within our organisation. Our action to promote gender equality has been recognised with an Athena SWAN Bronze Award from Science in Australia Gender Equity (SAGE) and we offer a range of support for women researchers.

Our commitment to celebrating diversity and addressing inequities is further demonstrated through our Diversity and Inclusion Strategy, Gender Action Plan, Reconciliation Action Plan and our WE-Pride network for LGBTQIA+ staff and students. We actively encourage applications from, people with a disability, culturally, religiously and linguistically diverse people and people with diverse genders and sexualities. Should you require support during the recruitment process due to special needs or consideration, please contact the People and Culture team.

WEHI's commitment to Indigenous employment

WEHI is working to create a future where Aboriginal and Torres Strait Islander peoples will be engaged at the scientific frontier, making exciting discoveries and decisions about the future of health in this country, and part of a leading professional services workforce supporting the realisation of these discoveries. We are committed to creating a culturally safe workplace and offering career development and leadership opportunities to First Nations staff and students. We strongly encourage any Aboriginal and Torres Strait Islander peoples to apply.