Executive Assistant
Fulltime, Permanent
Darlinghurst, Sydney, NSW
Reporting to: Chief Advancement Officer
About You
You are a highly organised and proactive professional who thrives in dynamic environments and enjoys supporting senior leaders to achieve strategic goals. With a natural ability to manage competing priorities, you bring discretion, professionalism, and a calm approach to complex scheduling and communications. Your attention to detail is impeccable, and you take pride in delivering high-quality work that enables others to operate at their best. You're confident liaising with stakeholders at all levels and understand the importance of confidentiality and trust in an executive support role. You're tech-savvy, resourceful, and always one step ahead, anticipating needs and solving problems before they arise.
The Role
As Executive Assistant to the Chief Advancement Officer (CAO), you'll play a pivotal role in ensuring the smooth operation of the Advancement team. You'll manage complex calendars, coordinate meetings and events, and prepare materials that support high-level engagements. In addition to supporting the CAO, you'll also provide assistance to the Directors of Development, helping to coordinate donor activities and maintain accurate records. This is a rapid-paced, varied role that requires initiative, discretion, and a collaborative mindset. You'll be a key point of contact for internal and external stakeholders, helping to drive the success of the Institute's fundraising and engagement efforts.
What We Will Trust You With
- Managing complex scheduling and calendar coordination for the CAO and Directors
- Organising travel arrangements, meetings, and donor events
- Preparing briefing documents, presentations, and reports
- Handling confidential correspondence and communications
- Tracking projects, deadlines, and follow-ups
- Coordinating logistics for board meetings and executive-level engagements
- Liaising with internal teams and external stakeholders
- Supporting donor stewardship activities and correspondence
- Maintaining accurate donor records in CRM systems
- Providing general administrative support across the Advancement team
Does This Sound Like You?
- Proven experience as an Executive Assistant or similar role supporting senior leaders
- Exceptional organisational and time management skills
- Strong written and verbal communication abilities
- Ability to build trusted relationships with diverse stakeholders
- High level of discretion, integrity, and professionalism
- Proficiency in Microsoft Office, experience CRM systems desirable (e.g., Raiser's Edge)
- Comfortable working in a fast-paced, mission-driven environment
- Proactive and solutions-focused with a can-do attitude
- Detail-oriented with a commitment to excellence
- Passionate about supporting medical research and making a difference
About Us
The Victor Chang Cardiac Research Institute (the Institute) is dedicated to finding cures for cardiovascular disease and is one of the most respected heart research facilities in the world. Renowned for the quality of its breakthroughs, the Institute was established in 1994 and has grown to a team of more than 200 researchers from around the globe, working across five divisions.
A global centre-of-excellence, it integrates Cardiac Physiology and Transplantation, Developmental and Stem Cell Biology, Molecular Cardiology and Biophysics, Structural and Computational Biology, as well as Vascular Biology. At the Institute, we translate our discoveries into new diagnostics, prevention, and treatment of cardiovascular disease - reducing the incidence, severity, and impact of heart disease.
What You Will Be Proud Of
Being part of an Institute that is not only dedicated to finding cures for cardiovascular disease, but one that also strives to ensure our employees and students enjoy a great working environment. We value and are committed to providing a safe working environment that embraces diversity, gender equity and promote flexible working arrangements for all employees.
We encourage Aboriginal and Torres Strait Islander people to apply. We also welcome applicants with diverse educational backgrounds, professional knowledge, personality types, thinking styles and life experiences. If you have a disability or special need that requires accommodation, please let us know.
What We Offer
- Salary packaging (including a $15,900 tax-free component, plus meal and entertainment allowances, holiday accommodation/venue hire plus many more);
- Banking & lifestyle benefits with Commonwealth Bank, including lending offers, discounts from participating retailers and financial wellbeing webinars;
- Excellent environment with new state-of-the-art equipment;
- Collaborative team environment
- Continuous learning and development opportunities
Early applications are encouraged, we are reviewing and conducting interviews on a rolling basis upon receiving applications.
Come and work with us & help make a difference.
📌 Executive Assistant
🏢 Victor Chang Cardiac Research Institute
📍 Sydney