Administration & Executive Support Officer

Ausdocs Holdings Group; Albion; On-site; AUD 60,000 - 80,000; Full time

Benefits offered by this job

Senior leadership exposure

Varied role

Supportive head office team

Albion location

Remuneration based on experience

Growth opportunities

Job summary

Ausdocs Group is seeking an Administration & Executive Support Officer to provide direct administrative and executive assistance to the Chief Operating Officer. The role involves managing the COO’s inbox, calendar, travel arrangements, and coordinating meetings and documents.

It requires strong IT skills, great organization, and the ability to work with doctors and practice managers in a busy medical environment.

Qualifications

• At least three years’ experience in administration, personal assistance or a similar support role.
• Strong IT skills, including confident use of Microsoft Outlook, Word, Excel and PowerPoint, and the ability to learn new systems quickly.
• Excellent written and verbal communication skills, with the ability to prepare clear, professional correspondence.
• Strong organisation and prioritisation skills, with reliable attention to detail.
• Initiative and sound judgement, including knowing when to act independently and when to seek direction.
• Discretion and professionalism when handling confidential business, financial and personnel information.
• A practical, collaborative approach and confidence communicating with doctors, practice managers, suppliers and colleagues.

Responsibilities

• Providing direct administrative support to the COO, helping manage a busy inbox, calendar and competing priorities.
• Reviewing incoming correspondence, identifying matters requiring attention and preparing draft responses for review.
• Coordinating meetings, preparing relevant information, recording key actions and following up outstanding items.
• Managing travel bookings, accommodation and itineraries.
• Preparing and maintaining documents, presentations, spreadsheets and electronic records.
• Supporting new practice onboarding, including coordinating insurances, utilities and administrative requirements.
• Assisting with recruitment administration and liaising with practice managers.
• Processing expense claims, assisting with credit card reconciliations and completing general office administration.
• Supporting projects and identifying practical ways to simplify recurring administrative tasks.

Skills

Administration experience

Personal assistant

Technology confidence

Attention to detail

Organisational skills

Tools

Microsoft Outlook

Microsoft Word

Microsoft Excel

Microsoft PowerPoint

Job description

Administration & Executive Support Officer

Ausdocs Group is a growing medical organisation looking for a capable, organised and technology-confident administration professional to join our close-knit head office team.

Working directly with our Chief Operating Officer, you’ll provide practical administrative and executive support to help keep a busy and expanding business moving. You’ll coordinate priorities, manage correspondence, organise meetings and travel, and follow through on the details that turn plans into completed work.

This role would suit an experienced administrator, personal assistant or executive support professional who enjoys variety, works efficiently and takes ownership. Medical industry experience would be valuable, but strong judgement, initiative and excellent IT skills are essential.

About the role

Your responsibilities will include:

• Providing direct administrative support to the COO, helping manage a busy inbox, calendar and competing priorities.
• Reviewing incoming correspondence, identifying matters requiring attention and preparing draft responses for review.
• Coordinating meetings, preparing relevant information, recording key actions and following up outstanding items.
• Managing travel bookings, accommodation and itineraries.
• Preparing and maintaining documents, presentations, spreadsheets and electronic records.
• Supporting new practice onboarding, including coordinating insurances, utilities and administrative requirements.
• Assisting with recruitment administration and liaising with practice managers.
• Processing expense claims, assisting with credit card reconciliations and completing general office administration.
• Supporting projects and identifying practical ways to simplify recurring administrative tasks.

About you

You’re someone who notices what needs doing, asks sensible questions and follows tasks through to completion. You can keep pace with a busy working environment, adjust when priorities change and maintain accuracy along the way.

You’ll bring:

• At least three years’ experience in administration, personal assistance or a similar support role.
• Strong IT skills, including confident use of Microsoft Outlook, Word, Excel and PowerPoint, and the ability to learn new systems quickly.
• Excellent written and verbal communication skills, with the ability to prepare clear, professional correspondence.
• Strong organisation and prioritisation skills, with reliable attention to detail.
• Initiative and sound judgement, including knowing when to act independently and when to seek direction.
• Discretion and professionalism when handling confidential business, financial and personnel information.
• A practical, collaborative approach and confidence communicating with doctors, practice managers, suppliers and colleagues.

Experience in the medical industry would be highly regarded. Familiarity with PRODA, Zoom Workplace, Smartsheet, Best Practice or Cubiko would also be advantageous, but is not essential.

Previous experience supporting a senior leader would be welcome, although you do not need to have held an Executive Assistant title to be considered.

What we offer

• The opportunity to work directly with senior leadership and make a visible contribution to a growing medical organisation.
• A varied role with scope to improve systems and take ownership of your work.
• A supportive, close-knit head office team that values initiative and clear communication.
• Full-time employment based in Albion.
• Remuneration based on experience and capabilities.
• Opportunities to develop your role as the business grows.