Executive Administration Officer

About the Institute:

The Black Dog Institute is a Medical Research Institute and a global leader in translational mental health research. We harness the latest technology and other tools to quickly turn our world-class research findings into clinical services, education and e-health products that improve the lives of people with mental illness and the wider community.

We pride ourselves on translating our own world leading Workplace Mental Health research into an award-winning culture that encompasses a holistic view of wellbeing. We aim to create a positive, mentally healthy workplace that recognises the importance of meaningful work, balanced lifestyles, psychological well-being and continual learning whilst being guided by our core values - Collaboration, Compassion, Excellence, Innovation and Respect. We offer:

  • Competitive salaries
  • Salary packaging
  • Commitment to Learning and Development
  • Flexible working hours and work-life balance
  • Generous parental leave policy
  • Pet friendly office
  • Social and team events


About the Role:

The purpose of this position is to provide pro-active, practical, and efficient day to day administrative support to the Office of the Director and the Senior Executive team. This position will sit within the Office of the Director and will report to the Executive Office Manager.


Key Duties:

  • Be the first point of contact for visitors or callers to the Office of the Director and deal with all stakeholders in a professional and pleasant manner.
  • Provide excellent customer care, via professional and timely communication and response to enquiries using email, phone and mail.
  • Draft correspondence, briefing notes, memos, presentations and other documents and communications where required.
  • Assist in the organisation of event registration processes, catering, set up, clean up & accommodation where required.
  • Provide systematic and dependable follow up of issues and tasks and ensure they are handled in a timely fashion.
  • Coordinate events such as team meetings, symposiums, seminars, training sessions, and committee meetings as required by the Executive Office Manager or Executive team.
  • Assist the People & Culture Team with the scheduling of interviews and other recruitment activities as required.
  • Coordinate and maintain accurate, accessible and up-to-date information such as records, systems and processes.
  • Support the Executive Office Manager in the coordination of Executive diaries and calendar scheduling.
  • Manage meeting set-up and arrangements including schedules of events, preparation of agendas and papers, minute taking and action points for the Executive team and as delegated by the Executive Office Manager.


About You:

The successful candidate will have the following:

Essential Criteria


1. Minimum Diploma or Cert IV in Business Administration (or equivalent) and/or possess a minimum of 2 years work experience in a fast-paced office environment.
2. Minimum 1-year experience in providing senior level administration support.
3. High level of interpersonal and communication skills including the ability to liaise with a diverse group of people from varying backgrounds and seniority.
4. Proven organisation skills with the ability to multitask/manage multiple projects simultaneously and achieve results on deadline.
5. High level of computer literacy with sound skills in Microsoft Office applications, particularly, Outlook, Word and PowerPoint.
6. Proven ability to work autonomously and contribute effectively as a team member.
7. Proven ability to work efficiently in a high-volume environment and with initiative to identify, analyse and resolve administrative issues ensuring effective outcomes and process improvements.
8. Proven accurate and confidential record keeping and attention to detail.
9. Demonstrated time management and task management skills.
10. A knowledge of EEO principles and OH&S responsibilities and commitment to attending relevant OH&S training.

Desirable Criteria
1. Experience in and knowledge of a variety of University Systems.
2. Experience in the NFP sector

For a full list of duties and selection criteria, please download the position description. Please apply using the online portal (link below) with your resume and cover letter addressing selection criteria outlined in the position description. Candidates who apply via email will not be considered.

The Black Dog Institute is an EEO Employer.

Aboriginal and Torres Strait Islander people and encouraged to apply.

09/11/2020 $0 CBD, Inner West & Eastern Suburbs 1 Administration & Office Support
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