Executive Assistant to the Chief Translation Officer

The Office of the Chief Translation Officer (CTO) leads the advancement of research across Garvan toward clinical, translational, and commercial impact. This spans biologics, genomics, and emerging therapeutic modalities, working across discovery science, platform technologies, clinical translation, and external partnerships.

Operating across the Institute, the CTO function connects scientific innovation with development pathways, enabling the progression of research into therapeutic, diagnostic, and commercial outcomes.

THE OPPORTUNITY

The Executive Assistant is a key operational partner to the CTO, providing central coordination, visibility, and execution support across leadership activities and institute-wide translational priorities.

Working closely with the CTO, this role operates as a force multiplier, ensuring that priorities are translated into action, progress is maintained across the portfolio, communication flows effectively, and key initiatives progress across a complex, cross-functional environment.

The role maintains visibility across the CTO portfolio, including platform development, translational programs, partnerships, and commercialization efforts. It provides targeted execution and coordination support where needed, without direct ownership of scientific programs or laboratory operations.

Salary: Up to $125,000 + super + salary packaging (depending on experience)

Employment Type: Full time, 2 year term contract with opportunity to extend

SNAPSHOT OF BENEFITS

• Generous salary packaging to save you income tax on your wages thereby boosting your monthly take home pay (max. $15,900 general expenses + $2,650 meals/accom)

• Ample opportunities for on-going training and development

• Stimulating, diverse and highly international research environment

• Flexible work arrangements e.g. start / finish times

• 18 weeks paid parental leave for both parents including paid superannuation

• A range of additional leave types to meet your personal needs including cultural leave, conference leave, community service and study leave

• Discounted Health Insurance

• Lifestyle discounts with our community partners

WHAT YOU WILL DO

The key responsibilities include:

• Manage a high-complexity calendar aligned to leadership priorities, ensuring effective use of time and focus

• Act as a key coordination point for incoming requests, triaging and prioritizing based on strategic importance

• Prepare concise, decision-oriented briefing materials for meetings

• Track actions and decisions arising from meetings and ensure timely follow-through

• Anticipate needs, structure information, and reduce complexity to support efficient decision-making

• Coordinate domestic and international travel and logistics as required

• Manage expenses, reimbursements, and approvals in accordance with Garvan policies

• Support preparation of presentations, reports, and key communications

• Maintain visibility across key priorities, initiatives, and activities within the team

• Identify gaps, misalignment, or stalled work and facilitate follow-up where needed

• Support alignment and communication across leadership, program management, and lab operations

• Act as a central coordination point across internal teams and external stakeholders

• Provide execution support for initiatives that span multiple functions, including hiring processes and onboarding

• Coordinate meetings, workshops, and small events, ensuring effective preparation and delivery

• Support development of internal documents, updates, and materials for leadership, stakeholders, and partners

• Assist in driving progress on priority activities by ensuring clear ownership and follow-through

• Provide light coordination and tracking support across key initiatives to ensure continuity and momentum

• Support meeting cadence, action tracking, and follow-up across teams

• Escalate risks, delays, or blockers where appropriate

• Ensure smooth day-to-day operation of leadership activities, including scheduling, logistics, and documentation

• Maintain organized records, systems, and documentation to support efficient workflow

• Provide administrative support aligned with leadership priorities

ABOUT YOU

• Significant experience (typically 5–10+ years) in executive support, operations, or coordination roles within complex, fast-paced environments

• Demonstrated ability to operate with a high level of autonomy, judgment, and discretion

• Strong organizational and prioritization skills, with the ability to manage competing demands

• Excellent written and verbal communication skills, with the ability to synthesize information clearly and concisely

• Proven ability to track actions, ensure follow-through, and maintain momentum across multiple priorities

• High attention to detail combined with the ability to maintain a big-picture view

• Strong interpersonal skills, with the ability to engage effectively with a wide range of stakeholders

• Proficiency in Microsoft Office Suite and relevant systems

HOW TO APPLY

To apply for this position, please submit your application with a CV and cover letter as one document, stating why you are interested in this role. We are reviewing applications as they are received. If you think you’re the right person for this role, we’d love to hear how your capabilities, achievements and experience set you apart. Only applicants with full working rights in Australia are eligible to apply for this role.