About Prospection

Prospection is a scaling healthcare analytics company partnering with life sciences organisations, healthcare providers, and government agencies to unlock the power of real-world data. Through advanced analytics and deep industry expertise, we deliver actionable insights that improve patient outcomes and drive smarter healthcare decisions globally.

With a collaborative, fast-paced, and purpose-driven culture, Prospection is at the forefront of data-driven transformation in healthcare.

About the Role

We are seeking a highly capable and proactive EA and HR / Project Coordinator to support our CEO while driving key projects and operational initiatives across the business.

This is a unique, hybrid role that combines executive support, project delivery / operations; with a strong emphasis on HR coordination, making it ideal for someone who thrives in a dynamic environment and enjoys working at both a strategic and hands-on level.

You will play a critical role in ensuring the effectiveness of the executive office, enabling leadership to focus on strategic priorities, while also contributing to organisational initiatives that enhance employee experience and operational excellence.

Key Responsibilities

Executive Support

• Manage complex calendars, scheduling, and travel for the CEO and Co-CEO
• Prepare high-quality communications, presentations, and reports
• Act as a central liaison across internal and external stakeholders
• Coordinate Board meetings, including agendas, papers, and minutes
• Ensure timely follow-up on actions and priorities

HR Coordination

• Support onboarding and off-boarding processes to ensure a seamless employee experience
• Coordinate employment documentation, HR systems updates, and induction programs
• Assist with performance review cycles, engagement initiatives, and HR reporting

Project & Operations Delivery

• Lead and coordinate cross-functional projects from planning through to execution
• Develop project plans, track progress, and provide regular stakeholder updates
• Support operational efficiency initiatives across the business
• Manage travel platforms, supplier relationships, and associated policies

Global & National Event Coordination

• Plan and deliver global and regional events, including leadership off-sites, client engagements, roadshows, and internal showcases
• Manage end-to-end event logistics including venue sourcing, vendor management, travel coordination, and budget tracking
• Partner with internal stakeholders to develop event objectives, agendas, and content
• Coordinate cross-border requirements, including time zones, cultural considerations, and travel logistics
• Oversee on-the-ground execution to ensure a seamless and high-quality event experience
• Conduct post-event evaluations and reporting to inform future improvements

Office & Business Support

• Oversee the smooth operation of office environments (Sydney & Tokyo)
• Manage supplier relationships, facilities, and office budgets
• Ensure compliance with workplace policies, including WHS
• Take ownership of corporate credit card and expense reconciliation processes, ensuring financial accuracy and policy compliance.

About You

You are highly organised, adaptable, and thrive in a fast-paced, evolving environment. You bring a proactive mindset, strong attention to detail, and the ability to anticipate needs before they arise.

You are equally comfortable managing executive priorities, coordinating projects, delivering events, and playing a key role in supporting people and culture initiatives. You have a strong appreciation for the employee lifecycle and take pride in delivering a seamless, high-quality employee experience through effective HR coordination.

You are confident working across HR processes, including onboarding, performance cycles, and employee engagement initiatives, and are able to partner effectively with the CEO, Finance and leadership teams. You approach sensitive matters with discretion, professionalism, and sound judgement, and are committed to maintaining confidentiality and integrity in all people-related activities.

You are proactive in identifying opportunities to improve processes, enhance employee experience, and support a positive, high-performing culture across the organisation.

What You Bring

• Proven experience supporting C-suite executives
• Knowledge of HR processes
• Strong project coordination or management capability
• Experience coordinating corporate events (national or global)
• Exceptional communication and stakeholder management skills
• High level of discretion and professionalism
• Advanced skills in Microsoft Office or G-Suite, with the ability to quickly learn new systems
• A solutions-focused mindset with strong problem-solving ability

Why Join Prospection?

• Work closely with executive leadership and influence key business outcomes
• Be part of a purpose-driven organisation improving healthcare globally
• Opportunity to shape and deliver high-impact projects and events
• Collaborative, supportive, and high-performing culture
• Exposure to innovative technologies, including AI and data analytics