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Executive Assistant

GenesisCare - Melbourne, VIC

Administration & Secretarial
Source: uWorkin


At GenesisCare we want to hear from people who are as passionate as we are about innovation and working together to drive better life outcomes for patients around the world.

Do your life’s best work!

As the Executive Team Assistant, you are responsible providing support and direction to the Executive Manager and their team, to improve the effectiveness and efficiency of the Cardiology Leadership function. This role will provide outstanding customer service and act as the point of contact between the Executive Manager and internal or external stakeholders. With a can-do approach to their work, this position adds value by fostering collaboration & proactively solving problems. This position can be based in Sydney or Melbourne.

What You’ll Do

Executive Manager Support

  • Understandthestrategicobjectives of the Executive, and contribute toachievingtheorganisation ’ sgoals & outcomes
  • Assistinthedailymanagement of theExecutive(s)workflowbycoordinating incoming communications & correspondence, prioritising tasks&flagging necessaryaction.
  • High level diary & calendar management for the Executive including,large volumes of meetings, with regular changes to people, places and timing, ensuring you are one step ahead of these changes and managing the competing requests for the Executive and teams time with ease and understanding, this also includes working across multiple timezones.
  • Ensure appropriate meeting preparation and support to the Executive Manager to ensure timeliness and effectiveness of these forums.
  • Coordinate travel for the Executive(s)& broader team where required , including flights, hotels, cars including keep up-to-date with domestic & international travel regulations
  • AttendstheExecutives(s)forums; participates, creates&circulatesmeetingagendas,maintainactionregisters&addressesoutstandingissues with themajor stakeholders.
Administration & Team Coordination
  • Coordinate Meetings; including coordinating guest list, sending invites, preparing agenda’s / meeting materials.
  • Completeprojects&confidentialassignmentsbyestablishingobjectives;determiningpriorities&making adjustmentsto projectplansasrequired.
  • Identify areas where new or improved processes can be adopted to enhance theperformance of the office.
  • Ability to work within in a clinical setting, this will require strong emotional and intellectual understanding of the sensitives around our patients and their journey
  • Takeownership of theendtoendprocess of corporateeventsincludingdelegateregistration,flights,accommodation,groundtransportation, meeting room bookings, food& beverage
  • Support the Executive Manager and Head of Operation’s administrative requirements, such as actioning Workday tasks, supporting recruitment activity, requesting and completing reports, filing and general administration
  • Provide support to the wider administration team (including but not limited to the Executive Assistant to the MD, HR Team Coordinator etc), to maximise collaboration and efficiency across the network
  • Backfill roles or provide wider support across the administrative team, when other team members are on leave or during high volume periods.
  • With support from the broader Communications team, content writing and publish internal communications such as Executive Manager updates, newsletters, social media posts and presentations
  • Develop and maintain the communications schedule for the Executive Manager and broader Cardiology, Sleep and respiratory team

Who You Are
  • Exceptionalinterpersonalandrelationshipbuildingskills;abletoworkeffectivelyinateamand on anindividual basis.
  • Works autonomously with minimalsupervision, demonstrates initiative, priority management andsuperiororganisational skills.
  • Proactive, forwardthinking,efficient and discreetwith ahigh attentionto detail.
  • Strong stakeholder engagement and relationship building skills across all levels of the business
  • Communications experience, ability to content write and create targeted communications both internally and externally
  • Abilityto work to deadlinesandthrive in afast-paced environment with rapidlychangingpriorities.
  • Strong personal brand and ability to maintain,upholdandprotecttheprofessionalimage of the Executive(s) andbroaderbusiness, internallyand externally.
  • Strong proficiency inMicrosoft Suite including MicrosoftWord, Excel,PowerPointandOutlook.
  • Operates with completediscretion andconfidentiality
  • Abilitytotravel interstate if needed
  • Abilityto liaise with othergeographies/timezonesout of regularofficehours

What’s In It For You
  • Own your development, learn everyday
  • Thriving close-knit culture and communities
  • An organisation that actually live and breathe their key values
  • The opportunity to work for one of the most influential leaders
  • Work/life balance with opportunities to work from home on occasion

Who We Are

We are 5500+ highly trained healthcare professionals and support staff across Australia, the U.K., Spain, China and the United States, designing innovative treatments and care for people with cancer, heart and sleep disease.

Global care

Across the world, we have more than 440+ centres to help us bring the right care to our patients. For radiation therapy, that includes 14 centres in the UK, 21 in Spain, 36 in Australia and 300 in the U.S. We also offer cardiology and sleep services at more than 80 locations across Australia. Every year our team sees more than 400,000 people globally.

People centricity is at the heart of what we do—whether that person is a patient, a referring doctor, a partner or someone in our team. We aim to build culture of ‘care’ that is patient focused and performance driven. Our people promise is “do your life’s best work, by always growing, having a profound human impact and making great things happen together.” If you’d like to make a difference, join us at GenesisCare.

GenesisCare is an Equal Opportunity Employer.