Executive Assistant

About the role

The Australian Institute of Marine Science (AIMS) is seeking a highly organised Executive Assistant to support two Research Program Directors. This role is central to enabling the Directors to focus on strategic initiatives that advance Australia’s tropical marine research.

Key responsibilities

• Provide high‑level executive and administrative support to two Research Program Directors.
• Manage complex calendars, schedule meetings, handle travel arrangements and monitor email inboxes.
• Prepare and edit business documents, reports, presentations and briefing materials.
• Administer financial tasks such as purchasing, invoice processing and corporate credit‑card reconciliation.
• Coordinate end‑to‑end meeting logistics, including agenda preparation, minute‑taking, action tracking and distribution of outcomes.
• Liaise with other Executive Assistants and support teams to ensure consistent service delivery.
• Handle confidential and sensitive information with discretion and sound judgement.

Required profile

• Proven experience providing executive administrative support to senior leaders in a complex or fast‑paced environment.
• Exceptional organisational abilities and strong attention to detail.
• Ability to manage multiple priorities simultaneously and work independently.
• Maturity, flexibility, sound judgement and a commitment to maintaining strict confidentiality.

Required skills