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Executive Assistant to the Chief Executive Officer and Chief Operating Officer
6-Month Full-Time, Fixed-Term Opportunity (October **** to April ****)
About Peter Mac
Peter MacCallum Cancer Centre is Australia's only public hospital solely dedicated to cancer and a world-leading cancer research, education and treatment centre.
Our vision is to create a better future for cancer patients through excellence in research, treatment and care.
About the Role
Peter Mac is seeking an experienced and highly capable Executive Assistant to provide high-level support to the Chief Executive Officer and Chief Operating Officer during a six-month leave period.
This role sits at the centre of our Executive Office and provides a unique opportunity to support two senior executives while contributing to the effective operation of one of Australia's leading health and research organisations.
Managing complex executive diaries and competing priorities.
Coordinating executive meetings, briefings, correspondence and follow-up actions.
Preparing presentations, reports and other executive materials.
Supporting Board and governance-related processes.
Liaising with senior leaders, external stakeholders and government representatives.
Contributing to priority projects and initiatives as required.
About You
You will bring:
Demonstrated experience providing executive support to senior leaders.
Exceptional organisational and time management skills.
Strong written and verbal communication capabilities.
Sound judgement, discretion and experience managing confidential information.
The ability to build productive relationships with a broad range of stakeholders.
A proactive approach and strong attention to detail.
Proficiency in Microsoft 365 applications including Outlook, Word, PowerPoint, Excel, Teams and Copilot.
The successful applicant will exemplify Peter Mac's values of excellence, compassion and innovation in all aspects of their work, communication and interactions.
Experience in healthcare, government or another complex organisation will be highly regarded.
What We Offer
Work directly with the CEO and COO of a world-leading cancer centre.
Gain exposure to executive leadership, governance and organisational strategy.
Build relationships across the Victorian health sector.
Contribute to an organisation dedicated to improving outcomes for people affected by cancer.
Flexible working arrangements are supported at Peter Mac.
Subject to the requirements of the role and the needs of the Executive Office, the successful applicant may have the opportunity to work from home up to 1-2 days per week by agreement.
The Position Description is available for candidates wishing to obtain further information about the role and its requirements.
Salary and entitlements will be in accordance with the Health and Allied Services, Managers and Administrative Workers Agreement ********* - to be discussed with Hiring Manager.
Position Summary
The Executive Assistant provides high-level, confidential and strategic support to the Chief Executive and Chief Operating Officer.




The role operates with a high degree of autonomy and judgement, acting as a key coordination and facilitation point across the Executive and senior leadership interfaces while supporting executive decision-making.
The position is responsible not only for executive support functions, but also for preparing high-quality written materials including Board reports, briefings and correspondence, ensuring accuracy, clarity and alignment with organisational priorities.
Supporting a high-volume executive office, the role requires exceptional organisational capability, discretion, political awareness and the ability to manage competing priorities in a complex and fast-paced environment.
The role works closely with government representatives, health service leaders, senior stakeholders and executive support staff across the Victorian health system.
This is a senior Executive Assistant role operating at a strategic level, requiring exceptional judgement, initiative and the ability to proactively support two executives with significant organisational responsibilities.
Health and Allied Services, Managers and Administrative Workers
Classification or Salary Range
HS Grade 3
Immunisation Category C
Key Relationships
Internal
Peter Mac Executive team and their Executive Assistants
Clinical Directors, Operations Directors and staff
Board Secretary and Deputy Board Secretary, Chair and members of the Board (as required)
Department Heads
External
Precinct and broader Victorian CEOs and their Executive Assistants
Representatives of government departments and agencies
External contractors and suppliers as required
Patients and their families as required
Others as required
Skills
Essential Requirements
Extensive experience in the provision of high-level administrative, secretarial and executive support services to senior executives, including the preparation of agendas, minutes and providing support to committees, as required.
An ability to display initiative and to work independently, as required.
Well-developed planning and organisational skills, with an ability to meet strict deadlines.
Discretion dealing with confidential and sensitive information
Advanced customer service focus and excellent phone manner
Proactive, co-operative and enthusiastic approach to responsibilities with an ability to make decisions and take initiative
Exceptional written and verbal communication skills, including demonstrated experience drafting, editing and refining Board papers, briefing notes, executive correspondence and presentations.
Proven ability to synthesise complex information into clear, concise and appropriately tailored executive-level communications.
Proficiency in Microsoft 365 applications including Outlook, Word, PowerPoint, Teams and CoPilot




A demonstrated ability and commitment to work as part of a team.
Commitment to maintaining confidentiality in all matters.
Demonstrated ability to exercise sound judgement, discretion and initiative in a highly confidential workplace
Experience supporting senior executives in a complex organisation (health, government or large corporate preferred)
Experience using AI-enabled tools (e.g. Copilot) to support drafting and enhancing productivity
Experience in stakeholder engagement / political acumen
Desirable Requirements
Previous senior administrative support role experience in a hospital or health service environment.
Key Accountabilities
Key Accountabilities
Demonstrated by / Key Performance Indicators
1. Executive Office Management and Prioritisation
Manage complex diary and communications with strategic prioritisation
Act as primary interface between the CEO/COO and key stakeholders
Exercise sound judgement in triaging competing demands
Ensure executives are well prepared and briefed
Filtering email correspondence for urgent and actionable items
2. Executive and Board Coordination
Coordinate executive and Board meetings, ensuring high-quality preparation
Manage agendas, papers, briefings, event planning and follow-up actions
Liaise with Board Secretariat and senior stakeholders
3. Correspondence/ Presentations
Prepare high-quality presentations, correspondence and documentation
Ensure outputs are accurate, timely and aligned to organisational values and standards
Key Accountabilities (Contd..)
4. Stakeholder/ Customer Support
Provide professional, responsive support to internal and external stakeholders
Build effective working relationships across the organisation
Apply initiative and judgment to resolve issues and meet needs
5. Projects/Team Contribution
Support delivery of priority projects and ad hoc initiatives
Contribute to the effectiveness of the Executive Office and EA network
Provide flexible support across the Executive as required
6. Executive Writing and Governance Support
Draft and coordinate CEO Board reports, briefings and key correspondence
Synthesize input into clear, concise and well-structured materials
Ensure outputs are high quality, accurate and aligned to organisational messaging
Peter Mac is a child safe organisation and has a commitment to child safety and wellbeing.
WHY WORK FOR PETER MAC
Peter Mac offer a range of benefits which support our people both personally and professionally.
Our staff benefits include award winning facilities, professional development and events, a health and wellbeing program, flexible work practices and policies and financial benefits such as salary packaging.
We encourage applications from Aboriginal and Torres Strait Islander people, all members of the LGBTQI community and people with a disability.
The Peter MacCallum Cancer Centre acknowledges the traditional owners of the land on which our five sites are located throughout Victoria.
We recognise their strength and resilience and pay our respects to their Elders past and present.
#J-*****-Ljbffr

📌 Executive Assistant To Ceo & Coo (Melbourne)
🏢 Peter MaCallum Cancer Cente - Peter Mac
📍 Melbourne