Executive Assistant (Healthcare)

Executive Assistant / Operations Coordinator 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 About the Practice 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. The Role 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. Key Responsibilities Bookkeeping & Finance Manage day-to-day bookkeeping in Xero, including retrospective or catch-up bookkeeping for prior months Complete reconciliations, invoicing, and expense tracking Follow up outstanding patient payments and initiate payments through online platforms Liaise with the practice accountant as required Patient & Practice Coordination Manage patient queries that fall outside the AI or self-service system with warmth and timeliness Confidently answer non-clinical FAQs, including fees, appointment logistics, expectations, and preparation requirements Defer all clinical questions to the practitioner Check the practice inbox multiple times daily, including emails, AI system messages, and other communication channels Respond to or route messages promptly and accurately Send recalls, reminders, and results-related follow-ups with strong attention to detail Relay doctors' instructions and follow-up actions to patients clearly and accurately Manage doctors' working days and availability and communicate these clearly to patients Manage and regularly update the patient waitlist Handle incoming faxes and correspondence, including scanning, filing, and attaching documents to the correct patient record Keep digital files organised and accurate Monitor and triage practitioner inboxes, actioning or routing items promptly and flagging anything clinical to the relevant doctor Call specialists, clinics, pathology providers, and imaging providers on behalf of the practice Coordinate referrals and inter-clinic communication Communication & Internal Coordination Act as a reliable point of contact between the Founder, associate doctor, and future team members Manage internal communications, reminders, and staff scheduling Maintain a confident and professional telephone manner with patients, specialists, and external providers Draft clear, accurate, and professional written correspondence Social & Community Engagement Monitor the practice's social channels and website once or twice a week Respond to patient questions and FAQs where appropriate, while deferring clinical matters to the practitioner Flag any social, website, or patient engagement matters requiring attention Initiate and suggest community engagement ideas Support social media management where needed; experience is desirable but not essential, with training available Personal Executive Assistant Support Provide diary, travel, and personal administration support to the Founder, particularly on non-clinical days Coordinate personal appointments, bookings, reminders, and other administrative tasks as required Essential Requirements 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 Desirable Experience 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 Who We Are Looking For 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.