Executive Assistant - Australian Regenerative Medicine Institute (ARMI)

Job No.: 685953

Location: Clayton campus

Employment Type: Full-time 

Duration: Continuing appointment

Remuneration: $96,768 - $104,450 pa HEW 6 plus 17% superannuation 

• Amplify your impact at a world top 50 University
• Join our inclusive, collaborative community
• Be surrounded by extraordinary ideas - and the people who discover them

Be part of world-leading regenerative medicine research.

The Executive Assistant plays an integral role within the Office of the Director (OOD). This role provides executive-level assistance to the ARMI Director of Research, supports the delivery of ARMI’s key projects, activities and events, and engages with internal and external stakeholders. This position is part of a high-performing and collaborative team, working closely with researchers, students, professional staff, and Monash University to contribute to ARMI’s excellence and impact in regenerative medicine.
This dynamic role supports ARMI’s national and international engagement agenda, contributing to philanthropic, government, and industry partnerships. The successful candidate's responsibilities will include managing the Director’s diary and travel, supporting events and activities of the Institute. You’ll also provide vital secretariat support to the Director, Executive Committee and the Group Leaders Meeting, being trusted with confidential and sensitive information, scheduling, and data management that underpin ARMI’s operations.
An understanding of the higher education ecosystem will be highly desired.

The Executive Assistant requires a strong commitment to operational excellence, integrity, transparency, trust, critical thinking and respect, and will employ sound judgement to provide timely advice and support to ARMI’s Director, the OOD, staff and stakeholders. This role will also be committed to the values of the Institute and contribute to a safe, respectful and welcoming organisational culture. Your ability to manage complex logistics, build strong stakeholder relationships, and deliver high-quality materials will be key to success.
The Australian Regenerative Medicine Institute (ARMI) is a centre of excellence in regenerative medicine and advanced therapies.

ARMI is a values-driven employer that embraces diversity and offers a safe and inclusive organisation for research, learning and development. ARMI Faculty are leading and collaborating on diversity and inclusion initiatives at the highest levels of the University and the Institute.
Our people are our most valued asset, with our group leaders amongst the best in the world and our professional staff revolutionising the way we operate as an organisation.
In 2025, Monash University became the first Group of Eight university to gain Science in Australia Gender Equity (SAGE) Athena Swan Silver accreditation for advancing gender equity, diversity and inclusion, and also received a Catalyst for Change Award.

Learn more about Australian Regenerative Medicine Institute (ARMI)

The Opportunity

We are seeking an experienced and motivated Executive Assistant to provide high-level executive and administrative support to the Director and Office of the Director. This pivotal role is central to the smooth operation of ARMI and offers the opportunity to work in a dynamic, world-class research environment alongside leading scientists and collaborators from across Monash, CSIRO, and international partners.

As the first point of contact for the Office of the Director, you will manage complex diaries, prepare high-level correspondence and reports, coordinate meetings and events, and ensure efficient communication and workflow across the Institute. You will also support key governance and operational activities, including leadership committee secretariat functions, visitor coordination, and administrative support for ARMI’s adjuncts, affiliates, and research leaders.

Key responsibilities include

• Providing high-level executive support to the Director and Institute Manager, including diary and travel coordination, correspondence, and financial administration.
• Acting as a key liaison between internal and external stakeholders, maintaining effective communication across diverse teams.
• Coordinating meetings, committees, and events – from small-scale workshops to major scientific and stakeholder engagements.
• Supporting office operations, including visitor arrangements, casual staff timesheets, and adjunct/affiliate appointments.
• Drafting professional documents, reports, and briefings, and contributing to process improvement initiatives within the Institute.
• Providing administrative support for large multi-investigator funding applications
• Supporting the Office of the director in successful development and delivery of projects, recruitment, events and activites

About You

You will bring a strong record of providing professional and proactive executive support in a fast-paced, complex environment. Highly organised and detail-focused, you will be confident managing competing priorities while maintaining exceptional communication, discretion, and judgement. Your ability to anticipate needs, solve problems, and work collaboratively will ensure you thrive in this role.

To be successful, you will demonstrate:

• Strong administrative and executive support experience in a research, higher education, or similar complex setting.
• Excellent written and verbal communication skills, including experience preparing reports and correspondence.
• High-level organisational and time management skills, with the ability to prioritise effectively.
• Proven capability in Microsoft Office and administrative systems.
• Experience coordinating meetings and events, and working with a diverse range of stakeholders.

About Monash University

At Monash, work feels different. There’s a sense of belonging, from contributing to something ground breaking – a place where great things happen.

We value difference and diversity, and welcome and celebrate everyone's contributions, lived experience and expertise. That’s why we champion an inclusive and respectful workplace culture where everyone is supported to succeed.

Some 20,000 staff work for Monash around the world. We have 95,000 students, four Australian campuses, and campuses in Malaysia and Indonesia. We also have a major presence in India and China, and a significant centre and research foundation in Italy.

In our short history, we have skyrocketed through global university rankings and established ourselves consistently among the world's best tertiary institutions. We rank in the world’s top-50 universities in rankings including the QS World University Rankings 2026.

Learn more about Monash.

Today, we have the momentum to create the future we need for generations to come. Accelerate your change here. 

Monash supports flexible and hybrid working arrangements. We have a range of policies in place enabling staff to combine work and personal commitments. This includes supporting parents.

To Apply

ARMI applies an inclusive, intersectional lens throughout the recruitment process and all interested applicants are encouraged to apply.

For instructions on how to apply, please refer to 'How to apply for Monash Jobs'. Your application must address the Key Selection Criteria.

Diversity is one of our greatest strengths at Monash. We encourage applications from Aboriginal and Torres Strait Islander people, culturally and linguistically diverse people, people with disabilities, neurodivergent people, and people of all genders, sexualities, and age groups.

We are committed to fostering an inclusive and accessible recruitment process at Monash. If you need any reasonable adjustments, please contact us at hr-recruitment@monash.edu in an email titled 'Reasonable Adjustments Request' for a confidential discussion.

Your employment is contingent upon the satisfactory completion of all pre-employment and/or background checks required for the role, as determined by the University.

Enquiries: Dianne Ruka,  Institute Manager, Dianne.Ruka@monash.edu

Position Description: Executive Assistant

Applications Close: Sunday 16 November 2025 at 11:55pm AEST