"Internal Communications and Senior Executive Assistant"

Job Description:

• Institute for Molecular Bioscience
• Full-time (100%), fixed-term position for up to 18 months
• Base salary will be in the range $95,361.61 - $102,302.91 + 17% Superannuation (HEW Level 6)
• Based at our St Lucia Campus

About This Opportunity

We’re looking for a proactive and highly skilled Internal Communications and Senior Executive Assistant to support the Executive Director and Director, Institute Operations, while leading the administrative function within IMB. In this key role, you’ll coordinate team activities, manage communications, work closely with diverse stakeholders, prepare reports, solve problems and help deliver a smooth, efficient and professional executive office.

If you’re motivated, organised and experienced in providing high‑level executive support—and you excel at communication, stakeholder engagement and managing competing priorities—we’d love to hear from you.

Key responsibilities will include:

• Work collaboratively to lead, coordinate and improve the efficient functioning of administrative, executive and internal communication processes and procedures.
• Oversee the daily operations of administrative staff, including performance management and development.
• Manage the Executive’s day‑to‑day schedule, including electronic diary management, correspondence triage, meeting and engagement coordination, communications support and travel arrangements.
• Provide oversight and coordination of information and the day-to-day administrative flow with the relevant senior or executive staff member/s office.
• Coordinate a broad range of committee and governance activities, including governance structures, protocols, operating procedures, and the preparation of agendas, papers, minutes and correspondence.
• Undertake research, data analysis, data entry, data retrieval and reporting tasks in line with operational requirements.
• Ensure the relevant senior or executive staff member/s are briefed on key issues, with relevant slide decks, notes and background information in preparation for events and meetings.
• Build and maintain strong working relationships with internal and external stakeholders to support effective operational outcomes.
• Proactively plan, coordinate and support divisional projects, events and conferences, including logistics management and anticipating scheduling conflicts.
• Respond to a wide range of enquiries from staff, students, government, industry and community stakeholders, providing follow-up and further action as required.
• Maintain and update the Institute’s intranet pages to ensure information is current and accurate.
• Develop and coordinate internal communications from the executive office to ensure key messages are shared across the Institute.
• Manage the administration team’s budget and financial processes, including delegations, payments and approvals on behalf of the executive.

About UQ

As part of the UQ community, you will have the opportunity to work alongside the brightest minds, who have joined us from all over the world.

Everyone here has a role to play. As a member of our professional staff cohort, you will be actively involved in working towards our vision of a better world. By supporting the academic endeavour across teaching, research, and the student life, you will have the opportunity to contribute to activities that have a lasting impact on our community.

Join a community where excellence is at the core of our culture, contributions are valued and a range of benefits and rewards are available, such as:

• Up to 26 weeks paid parental leave/paid primary care leave
• 17% superannuation contributions + 17.5% annual leave loading
• Access to flexible working arrangements including hybrid working options, flexible start/finish times, purchased leave, and a condensed fortnight
• Health and wellness discounts – fitness passport access, free yearly flu vaccinations, discounted health insurance, and access to our Employee Assistance Program for staff and their immediate family
• Career development opportunities –access to exclusive internal-only vacancies and our Study for Staff program
• On campus childcare options
• Affordable parking (from just $6.40 a day)
• Salary packaging options

About You

• A degree with subsequent relevant experience or extensive experience and specialist expertise in administration/executive support or an equivalent combination of relevant experience and/or education/training.
• Demonstrated skills in providing a high level of executive support and customer service, including effective interpersonal skills.
• High level of organizational skills, including the ability to problem solve, prioritise competing work demands and meet deadlines, whilst maintaining accuracy and attention to detail.
• Demonstrated ability to interpret, follow and (where relevant) redefine policy and procedure within an administrative function.
• Excellent written and verbal communication skills and advanced stakeholder management and engagement skills.
• High level of digital proficiency, including in the Microsoft Office suite (Word, Excel, PowerPoint and Outlook), reporting databases, web and content management systems.
• Demonstrated ability to analyse data and synthesize information to brief executives and committees.

Appointment to this role is subject to the successful completion of relevant pre-employment checks, which may include verification of the right to work in Australia, and other role-specific requirements such as Blue Card checks.This may also include checks relating to gender-based violence matters or other integrity and conduct requirements.

You must maintain unrestricted work rights in Australia for the duration of this appointment to apply. Employer sponsored work rights are not available for this appointment.

Questions?

For more information about this opportunity, please contact Lisa Cornish at IMB Director - Institute Operations dio@imb.uq.edu.au.

For application inquiries, please reach out to the Talent Acquisition team at talent@uq.edu.au, stating the job reference number (below) in the subject line.

Want to Apply?

We welcome applications from all individuals and are committed to an inclusive and accessible recruitment process. To be considered, please ensure you upload:

• Resume
• A cover letter summarising how your background aligns with the 'About You' section

Our strength as an institution lies in our diverse colleagues. We're dedicated to equity, diversity, and inclusion, fostering an environment that mirrors our wider community. We're committed to attracting, retaining, and promoting diverse talent, particularly from Australia’s First Nations Peoples. If you require an alternative method to submit your application due to accessibility needs or personal circumstances, please contact talent@uq.edu.au.

Other Information

UQ is committed to a fair, equitable and inclusive selection process, which recognises that some applicants may face additional barriers and challenges which have impacted and/or continue to impact their career trajectory. Candidates who don’t meet all criteria are encouraged to apply and demonstrate their potential. The selection panel considers both potential and performance relative to opportunities when assessing suitability for the role.

Applications close Tuesday 24 February at 11.00pm AEST (R-60990).