Executive Assistant

G&A · Remote Working, New South Wales
Department G&A
Employment Type Full-Time
Minimum Experience Experienced

About Prospection

Prospection is a healthcare data analytics company delivering real world and commercial insights through proprietary SaaS based analytics platforms, working with Life Science Companies, Research Institutions and Governments across the Asia Pacific Region.

We analyse large health care data sets (script claims, EMR, Registry, Insurance, Supply Chain, CRM) to provide real world evidence insights, medication utilisation and health outcomes to patients.

Founded out of Sydney’s Cicada Innovations in 2012, Prospection works with government, pharmaceutical companies and the medical community across more than 70 therapy programs, including immuno-oncology, HIV and hepatitis, in Australia, UK, USA and Asia Pacific. Prospection is backed by Ellerston JAADE, Main Sequence Ventures, and Horizons Ventures.

The Opportunity

Reporting to the CEO, this position provides high level administrative support to the CEO, support to the Executive Team and manages the Prospection Head Office location. The Finance & Admin Assistant reports to this role.

  • Executive Assistant support to CEO (+ Executive Team/Board)  
  • Manage Sydney office and assist with external company locations
  • Deliver operational projects or components of projects on time and in budget including any training or comms eg fitout of additional meeting rooms; negotiating preferred accommodation suppliers
  • Foster good relationships with all internal/external suppliers/stakeholders & clients


Contributing to the achievement of Prospection’s business objectives, this role will;

Provide EA support to the CEO with some support to the Executive Team & Board:

  • Diary management with experience managing schedules across timezones;, managing & actioning emails, co-ordination of agendas & materials for operational meetings & events, including catering and venues where required. Create & manage annual timetabling calendar.  Drafting correspondence, creating presentations. Expense reconciliation
  • Executive support including Board and Committee administration, ad hoc meetings and team events, operational projects.  Arrange catering & team events as required 
  • Manage competing priorities through excellent organisation and time-management skills. Calm demeanour with the ability to multitask to meet conflicting deadlines

Manage Sydney office and assist with external company locations

  • Ensure the efficient running of the Sydney office on a day to day basis; adequate stationary and kitchen supplies; any maintenance issues addressed, WHS policy adhered to and Security maintained
  • Liaise with Building Management, Cleaners & other suppliers as required
  • Manage travel platform, make bookings in keeping with the Travel policy and assisting with traveller queries on insurance, Visas etc, negotiate preferred supplier agreements eg accommodation
  • Create Office budget as part of annual business planning cycle and monitor costs
  • Facilities management eg printer, meeting rooms & equipment, desk booking system, allocation of lockers & access passes. Lease management, Asset tracking and assisting with new office searches/setups as required.  Oversee admin associated with onboarding/offboarding team members
  • Ensure all Office information on company intranet (Confluence) is up to date

Manage and support the Finance & Admin Assistant position

  • Guidance and support for the Finance & Admin Assistant to enable them to fulfil their role
  • Knowledge sharing and distribution of tasks to ensure the business’ needs are met in a timely manner
  • Create learning opportunities for the Finance & Admin Assistant and build capacity within the Exec Admin team

Essential Criteria

  • Demonstrated success in a similar role at C-suite level
  • Minimum 5 years’ experience and ideally in a fast paced, growing organisation
  • Advanced Microsoft Office / Gsuite skills, adaptability to new software packages, extensive diary management skills
  • Excellent verbal and written communication skills
  • Good problem solving & analytical skills
  • Ability to work on own initiative as well as part of a team
  • Experience working with sensitive / confidential information in a discrete manner


  • Flexible and remote working options - Based in Sydney, we are hiring wherever you are! Our team is fully supported and successfully working remotely and from home, delivering on projects around Australia
  • Stimulating and diverse problems to solve - Improving healthcare outcomes through data driven insights and RWE
  • Great team culture - Supportive, fun and food loving and creative
  • Lots to learn  - Strong knowledge sharing team culture, Hackathons and industry experts in Data Science, Product and Engineering
  • Rapidly scaling! - Grow your career as we grow, here in Australia and overseas!

If you are interested in applying for this opportunity, please submit your resume.

We respectfully acknowledge the Traditional Owners of the land on which we work and learn, and pay respect to the First Nations Peoples and their elders, past, present and future.

Thank You

Your application was submitted successfully.

  • Location
    Remote Working, New South Wales
  • Department
  • Employment Type
  • Minimum Experience