Executive Assistant to Executive Director

The Victorian Comprehensive Cancer Centre Alliance (VCCC Alliance) is changing the way we tackle cancer in Victoria. Supported by funding from the Victorian Government, the alliance continues its ground-breaking work developing and implementing innovative, system-changing programs aimed at improving outcomes for patients with cancer.

We are now offering an exciting opportunity to join our close-knit and cross-functional team as Executive Assistant to the Executive Director. Aligned with current program funding, this is a full-time opportunity through to March 2025, with a possible extension dependent on future funding. 

About the Position

The Executive Assistant to the Executive Director of the Victorian Comprehensive Cancer Centre Alliance (VCCC Alliance) provides full time administrative support to the Executive Director, who holds multiple concurrent fractional appointments. The Executive Director is also Head of the Molecular Oncology Laboratory, is a Senior Medical Oncologist within the Melanoma and Skin Unit at the Peter MacCallum Cancer Centre (PMCC) and holds the Lorenzo Galli Chair in Melanoma and Skin Cancers at the University of Melbourne (UoM).

The position of Executive Assistant (EA) is accountable for the provision of a broad range of executive-level assistance to the Executive Director of the VCCC Alliance, Professor Grant McArthurto enable the effective fulfilment of his leadership responsibilities. Under the direction of the Executive Director, the EA will from time to time assist with special projects that may involve activities such as scoping and conducting relevant research preparation to support the genesis of new strategic initiatives.

Key Responsibilities

• Manage the Executive Director’s confidential and sensitive documents, emails and correspondence, to ensure timely responses and reminders, organised storage and ease of retrieval, using discretion to ‘gatekeep’ and respond on behalf of the Executive Director, as agreed over time and with familiarity
• Provide Secretariat support including agendas, minutes and timely document preparation and dissemination for regular and ad hoc meetings with leadership, staff, working groups and committees, Board members, Leads, Ministers, VCCC alliance members and relevant others
• Assist in managing the Executive Director’s diary and time to preempt travel time, preparation time, reminders for key events and pressing requirements
• Support the Executive Director in the development, scoping and background information gathering for discrete projects, such as the early and confidential stages of investigating a new strategic initiative, as required
• Format and develop various types of reports and presentations for the Executive Director, also assisting other leaders and stakeholders as reasonably required (eg., Heads, VCCC alliance members, Department of Health and other health/research organisations).
• Manage and coordinate regulatory activities across Professor McArthur’s clinical and laboratory research program
• Manage confidential and sensitive files for patients and carers and internal and external stakeholder matters with discretion and in accordance with regulatory and Privacy requirements
• Coordinate all interstate and international travel bookings for the Executive Director across all three positions, including registrations, accommodation, flights and transport to and from airports, Visas etc.
   

About You

The role requires an energetic and proactive individual with excellent communication skills and the ability to build and manage relationships effectively with multiple stakeholders, ranging from clinicians and executives to consumers, staff and patients and their families. You will be an organised individual who is attentive to detail and who can think on your feet, plan ahead for eventualities and manage discrete projects as reasonably requested. A naturally organised individual, you will also have:

• Previous experience working as an Executive or Personal Assistant to one or more senior executives or to a Chairperson (ideally in a healthcare setting)
• Proven experience in effectively managing the requirements of multiple executive stakeholders both internally and externally
• Experience in working autonomously and discretely maintaining confidentiality while also able to work in and contribute to a team environment
• Understanding of and experience in the creation of document management systems
• Experience in the creation and formatting/editing of range of reports including Board papers, agendas, minutes and presentations
• Experience in drafting correspondence including email communications and responding to both internal and external communications on behalf of executive level management
• Experience in the management of confidential and sensitive files and liaison with committees and working groups in relation to distribution, retrieval and management of such documentation
• Experience in managing range of meetings both internally and externally, including Board meetings with timely dissemination of papers, team events, catering, functions and travel as required
• Experience in cultivating collaborative relationships with a broad range of stakeholders at multiple levels both internally and externally
• Experience in proactive screening emails/telephone calls and mail – fielding and responding to queries and using judgement to trouble-shoot when required
• Previous experience in managing sensitive patient and clinical demands is a definite advantage (including clinical trials, reporting, ethics considerations, coordination of appointments, retrieval of medical records and documentation)
• Proficiency in Microsoft Office Suite including Adobe acrobat and excellent PowerPoint skills (Visio and MS Project experience preferred but not essential)

About the VCCC Alliance

The vision for the VCCC Alliance is to save lives through the integration of consumer-engaged cancer research, education and patient care.

Founded in the holistic principles of the internationally-recognised Comprehensive Cancer Centre model, the VCCC Alliance brings together 10 of Victoria’s leading research, academic, and clinical institutions to achieve what can only be done through state-wide collaboration. Together we will improve outcomes in cancer in metropolitan, regional and rural Victoria, and forge new approaches to cancer research, education, and patient care for all.

The VCCC’s multi-site, multi-disciplinary model brings together the complementary strengths of Peter MacCallum Cancer Centre, Melbourne Health (including The Royal Melbourne Hospital), the University of Melbourne, Walter and Eliza Hall Institute of Medical Research, The Royal Women’s Hospital, The Royal Children’s Hospital, Western Health, St Vincent’s Hospital Melbourne (including St Vincent's Institute), Austin Health (including the Olivia Newton-John Cancer Research Institute and Austin Lifesciences) and Murdoch Children’s Research Institute.

VCCC is made up of a tight-knit team of staff who form the backbone working to facilitate the power of collective impact across the VCCC alliance and beyond.

Team Values

Better Together we connect and support to empower sustainable change

Integrity we are respectful of the cancer community and accountable for our contribution

Bold we cultivate ideas and dare to innovate

Patient-Centred we place patients with cancer at the centre of all we do

For All we champion equity of cancer care for every Victorian

Equity & Inclusion

The VCCC Alliance is an equal opportunity employer and is committed to providing a workplace free from all forms of unlawful discrimination, harassment, bullying, vilification and victimisation.

The VCCC Alliance makes decisions on employment, engagement, promotion and reward on the basis of merit. We are committed to all aspects of equal opportunity, diversity and inclusion in the workplace and to providing all staff, contractors, appointees, secondees, consumers, volunteers and partners with a safe, respectful and rewarding environment.

Contact for Enquiries

For a confidential conversation regarding the role, please contact Chris Morton, Head of People and Culture on 0411955215.

Secondment: With the ongoing objective of enhancing relationships with our alliance partners, this position may be able to be arranged as a secondment within a VCCC alliance organisation. Employees within the alliance are encouraged to contact Nell Keenan, People and Development Advisor, [email protected] to discuss the possibility of a suitable arrangement.

To Apply

For a copy of the position description and more information about VCCC Alliance, please go to our website: vcccalliance.org.au/opportunities/

Applications should consist of your CV and a covering letter outlining the key reasons for your interest in the role specifically addressing the key selection criteria in the position description on our website.

Please lodge your application via SEEK, no later than Midnight on Sunday 8 January 2023.