Executive Assistant - Australian Epilepsy Project

About The Australian Epilepsy Project

The Australian Epilepsy Project (AEP) is a nationwide research initiative supported by the Medical Research Future Fund (MRFF) Frontiers Initiative and hosted by The Florey Institute among other collaborators. Its goal is to revolutionize epilepsy care by advancing diagnostic techniques and accelerating health innovation through big data, machine learning, and entrepreneurship.

Role Overview

We are seeking a highly organized and proactive Executive Assistant to provide comprehensive support to the AEP Chief Investigator and the Executive Team. This role offers an opportunity to contribute centrally to a prominent health research project driving transformative progress. Reporting directly to the Chief Investigator, you will manage executive administration, coordinate communications and meetings, support different governance functions, and help maintain the seamless operation of the expanding organization.

This position accommodates flexible work arrangements from 0.6 to 1.0 full-time equivalent (FTE) and may be suitable for candidates seeking school-hours employment. The primary location is the Melbourne Brain Centre in Heidelberg, with options for hybrid work by agreement.

Key Responsibilities

• Manage complex diaries, scheduling, and competing executive priorities
• Organize meetings including preparing agendas, briefing papers, taking minutes, and tracking action items
• Serve as a vital liaison point for internal and external stakeholders
• Draft professional correspondence, reports, and presentations
• Support advisory committees and executive meetings
• Coordinate travel arrangements, conferences, and stakeholder events
• Maintain records, databases, and administrative systems
• Assist in project coordination and monitoring critical deliverables

Candidate Profile

We are looking for a detailed-oriented professional who enjoys fostering productive working relationships and empowering executives to perform effectively.

Essential Qualifications and Skills

• Proven experience supporting senior executives or leadership teams
• Outstanding organizational and time management abilities
• Excellent written and verbal communication skills
• Advanced proficiency in Microsoft Office applications
• Strong discretion and professionalism in handling sensitive information
• Effective stakeholder engagement capabilities
• Ability to juggle multiple tasks in a fast-paced context

Preferred Attributes

• Experience within healthcare, research, academic or medical settings
• Background in supporting strategic projects
• Qualification in Science, Health, or related fields

Employment Details

• Salary range: $87,139 to $94,437 per annum plus up to 17% superannuation
• Fixed-term contract until 31 December 2026
• Flexible work arrangements from 0.6 to 1.0 FTE considered
• Position based at the Melbourne Brain Centre, Heidelberg with possible hybrid work

Additional Information

Visa sponsorship is not available; candidates must have valid Australian work rights. Successful applicants will undergo a police check. Application deadline is 7 August 2026.

Why Join The Florey?

• Join a mission-driven team with real impact on epilepsy and brain research
• Collaborate with leading researchers, clinicians, and innovators in a supportive environment
• Work for the largest brain research centre in the Southern Hemisphere with a 50-year legacy
• Benefit from an inclusive culture that values diversity and career development