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Executive Assistant (Medical & Research Leadership Support)
Melanoma Institute Australia (MIA) pioneers advances in melanoma research and treatment that are making a difference to the lives of patients today. We are a non-profit organisation dedicated to preventing and curing melanoma through innovative, world-class research, treatment and education programs. MIA is a national affiliated network of melanoma researchers and clinicians based in Sydney at the Poche Centre – the world’s largest melanoma research and treatment facility. It’s from here that our specialists pioneer new research, conduct clinical trials, develop new treatments and promote awareness of melanoma and where our clinics treat 2,000 melanoma patients each year. Further Information about Melanoma Institute Australia can be found at https://www.melanoma.org.au
We are looking for an Executive Assistant to provide high-level support to a senior medical and research leader at Melanoma Institute Australia. This is a great opportunity to contribute to life-saving work while using your organisational, communication and coordination skills to support the delivery of cutting-edge research and clinical advancement.
About the Role
In this diverse and fast-paced position, you will provide comprehensive administrative and executive support across a broad range of responsibilities — from complex calendar and inbox management to manuscript coordination, stakeholder engagement, and research project support. You’ll be the organisational force behind major national and international collaborations, conferences, and strategic research initiatives.
Working closely with internal teams and external partners, you’ll ensure the smooth operation of non-clinical activities, playing a vital role in the success of high-impact medical leadership. This is an outstanding opportunity to further your career and develop your skills in a globally recognised institution
Key Responsibilities
- Manage complex inboxes and high-volume correspondence, triaging and responding to enquiries appropriately
- Coordinate scheduling across national and international time zones for research meetings, conferences, and presentations
- Track manuscripts, research outputs and ensure publication records (e.g., ORCID, PubMed, CVs) are maintained
- Provide administrative support for research projects, grant submissions, and reporting
- Prepare documentation, reports, presentations and correspondence to a high professional and academic standard
- Organise meetings, events, and conferences including agenda preparation, minutes, and follow-ups
- Coordinate national and international travel and related financial processes
- Liaise with stakeholders including universities, hospitals, funding bodies and internal teams
- Support recruitment and onboarding of research fellows and maintain documentation for professional compliance
About You
You are a highly organised and proactive Executive Assistant with experience supporting senior leaders in a complex, fast-paced environment. You are skilled at managing multiple priorities, maintaining confidentiality, and producing high-quality written material. You thrive in collaborative settings and enjoy contributing to a purpose-driven workplace.
You will have:
- Demonstrated experience in a senior administrative, EA or project coordination role
- Strong communication skills and high attention to detail in written documentation
- Experience managing complex schedules, competing deadlines and confidential information
- Proficiency with Microsoft Office and systems such as PubMed, RGMS, ORCID, or other research databases (desirable)
- Knowledge of research, healthcare or higher education environments is highly regarded
- A calm, solutions-focused approach and a desire to work in a collaborative, mission-driven team
If this role sounds like a suitable fit for you, please send us your CV and a cover letter addressing your experience as per outlined in this advertisement.
Only applicants with full working rights within Australia should apply. Only successful applicants will be contacted. Please no recruitment agencies.
Application will close on 19 August 2025. Due to the overwhelming response, we will only be contacting candidates we wish to interview.
As we are considered a health facility, for us to accept your application, you must be fully vaccinated against COVID-19.
We pay our respects to the Traditional Custodians of the lands on which Melanoma Institute Australia works, and their Elders both past and present, and acknowledge the deep, continuing connection of Aboriginal and Torres Strait Islander peoples to the land, waters, and sky.
