Executive Assistant

• Full-time Continuing opportunity with the NHMRC Clinical Trials Centre (CTC)

• Fantastic and unique opportunity to support the Director of the CTC

• Base Salary $99,455 - $107,216 + 17% superannuation

About the opportunity

The NHMRC Clinical Trials Centre (CTC) established in 1988, is a leading Australian Academic Research Organisation with a world class international reputation for designing, conducting, and translating collaborative clinical trials research into improved health care practice. The CTC is also known for its innovation in clinical trials methodologies.

In this role, you will support Professor Meg Jardine, the Director of the NHMRC CTC. Professor Jardine leads research to reduce the progression and complications of non-communicable diseases, particularly kidney disease, diabetes, and cardiovascular disease. As an innovative clinical trialist, she has developed advanced trial designs and integrated clinical care with research to promote learning health system principles. Her leadership extends to global and national trials and policy-setting roles, including positions with KDIGO, the Kidney Health Initiative, and various nephrology networks.

The role requires the ability to work independently and manage a large volume of administrative tasks in a high-stakes environment. You will be expected to manage calendars, prepare documentation including presentations, meeting agendas & minutes, liaise with third parties, process contractual agreements, request, and book travel arrangements for regular international travel, and use University systems to process payments and reimbursements. The role also requires attention to detail to support updating Professor Jardine’s CV for ongoing grant applications.

Your key responsibilities will be to:

• Provide administrative support to the Director of the NHMRC CTC

• effectively manage diaries and update calendars across various time zones, ensuring efficiency and accuracy at all times

• prepare documentation, agendas, and itineraries, ensuring relevant personnel are informed of meetings and expectations in advance, including minute-taking

• book domestic and international travel, including invoicing and expenditure reporting

• manage contracts, agreements, and reimbursements

• facilitate the administrative actions required to assist with grant funding applications

• work independently and autonomously and under guidance when required, completing ad-hoc tasks, objectives and activities

About you

• previous experience in a complex or tertiary environment as an executive assistant

• ability to work with minimal guidance in a fast-paced and high-volume environment

• previous experience with Concur, Workday, Sapphire, Oracle, the Microsoft Suite, or similar software, with a high level of computer literacy

• adaptability and flexibility in working style to accommodate the needs of the Director

• resiliency and assertiveness to make accurate decisions, with high levels of initiative and critical thinking skills

• extensive and exceptional interpersonal skills to communicate with a wide variety of internal and external stakeholders, maintaining positive professional relationships and networks.

To keep our community safe, please be aware of our COVID safety precautions which form our conditions of entry for all staff, students and visitors coming to campus.

Sponsorship / work rights for Australia

Please note: Visa sponsorship is not available for this position. For a continuing position, you must be an Australian or New Zealand citizen or an Australian Permanent Resident.

Pre-employment checks

Your employment is conditional upon the completion of all role required pre-employment or background checks in terms satisfactory to the University. Similarly, your ongoing employment is conditional upon the satisfactory maintenance of all relevant clearances and background check requirements. If you do not meet these conditions, the University may take any necessary step, including the termination of your employment.

EEO statement 

At the University of Sydney, our shared values include diversity and inclusion and we strive to be a place where everyone can thrive. We are committed to creating a University community which reflects the wider communi