Executive Assistant (Healthcare)

Engagement: Full-time, 40 hours/week, ongoing
Hours: Monday to Friday; shifts may be split and must flex around varying clinical hours in Melbourne / AEST
Location: Remote, supporting a Melbourne-based private practice
Reports to: Founder and Specialist Women's Health GP
Supports: The practice and the Founder personally

Our client is a boutique private women's health practice based in Melbourne, specialising in perimenopause, menopause, PMDD, and women's hormonal health. The practice is currently a small, solo-physician clinic, with a second doctor joining and further growth planned. It is built around a philosophy of slow, whole-person medicine.

This is not an acute or high-volume service, nor does it operate like a busy bulk-billing clinic. Precision, warmth, discretion, and patient care are valued far more than speed or volume. The right person will understand the difference between a high-volume clinical environment and a considered, relationship-led private practice.

Our client is seeking a meticulous and proactive Executive Assistant to act as an all-in-one Operations Coordinator, combining elements of practice management, bookkeeping, and personal executive support. This is a genuine right-hand role supporting both the practice and the Founder directly, including personal support on non-clinical days.

Patient bookings are largely handled through AI and self-service systems, so this role is less focused on appointment-taking and more focused on managing exceptions, relationships, finances, and the many operational details that keep a boutique practice running smoothly. Above all, this role requires exceptional attention to detail and absolute discretion when handling sensitive patient information.

Demonstrable high-level attention to detail; this is non-negotiable
Proven Xero bookkeeping experience, including catch-up or retrospective bookkeeping
Excellent written and verbal English communication skills
Warm and professional telephone manner
Proficiency in Microsoft Office, including Word, Excel, and Outlook
Tech-savvy and quick to learn new systems and platforms, including practice management systems and CRM tools
Flexibility around shifting and split working hours
Strong understanding of patient confidentiality, privacy, and sensitive data handling

Medical, allied health, or healthcare administration background
Familiarity with Halaxy or comparable practice management software
Social media management experience
Experience supporting a small, boutique, or private practice environment

Our client is looking for someone precise, proactive, calm under pressure, and highly reliable. The ideal candidate anticipates needs rather than waiting to be asked, takes genuine ownership of accuracy, and communicates honestly when something is not right.

Because the practice handles sensitive women's health information, accuracy, confidentiality, and care are critical. A single misdirected message or overlooked detail can have significant consequences, so reliability and discretion are essential.

This is a relationship-led practice, and the successful candidate should reflect that same level of care, professionalism, and attention in every patient, provider, and team interaction.