Executive Assistant

Sydney Plastic & Reconstructive Surgery; Sydney; On-site; AUD 70,000 - 90,000; Full time

Job summary

Sydney Plastic & Reconstructive Surgery in Sydney CBD NSW is seeking an experienced Executive Assistant and Medical Secretary to support a dual-trained surgeon specializing in Head & Neck and Plastic Surgery. You will manage calendars, coordinate clinics, prepare medical documentation, and ensure a high standard of patient care in a fast-paced private practice.

The role requires exceptional organisational and communication skills, discretion, and proficiency with practice management systems.

Qualifications

• Medical administration or executive assistant experience.
• Excellent written and verbal communication.
• High level of accuracy and attention to detail.
• Ability to interact with patients, surgeons and hospital staff.
• Confidentiality and professional demeanor in a busy clinical setting.

Responsibilities

• Provide high-level executive, administrative and clinical support to a specialist surgeon.
• Coordinate and manage day-to-day administrative requirements and priorities.
• Undertake medical typing and preparation of clinical correspondence and reports.
• Coordinate communication between surgeon, patients, hospitals and staff.
• Manage clinic reception, appointments and patient enquiries.

Skills

Exceptional organisational skills

Time-management

Medical document preparation

Communication with patients

Autonomy and initiative

Discretion and professionalism

Tools

Shexie

Practice management systems

Job description

Sydney Plastic & Reconstructive Surgery – Sydney CBD NSW

An opportunity is available for an experienced and highly organised Executive Assistant / Medical Secretary professional to join a busy specialist surgical practice supporting a highly driven, dual-trained surgeon specialising in Head & Neck Surgery and Plastic Surgery. Working across a busy private practice and a leading head and neck surgical environment, this is a varied and rewarding role for someone who thrives in a fast-paced clinical setting, takes pride in delivering exceptional patient care, and can confidently manage competing priorities with discretion and professionalism. The successful candidate will provide high-level executive and administrative support to the surgeon and contribute to the efficient and professional operation of a busy specialist practice.

Key responsibilities

Provide high-level executive, administrative and clinical support to a specialist surgeon within a demanding surgical practice.

Coordinate and manage the surgeon's day-to-day administrative requirements, ensuring priorities are handled efficiently and proactively.

Undertake medical typing, including preparation, formatting and management of clinical correspondence, reports and other medical documentation, assisted with AI-assisted transcription.

Coordinate communication and workflow between the surgeon, patients, hospitals, medical specialists, allied health professionals and practice staff.

Provide professional, empathetic and compassionate front-line support to patients and their families.

Manage clinic reception, appointments, patient enquiries and other patient-facing administrative responsibilities.

Utilise Shexie practice management software for practice administration and patient management (highly desirable but not necessary).

Maintain strict confidentiality and exercise sound judgement when handling sensitive patient, medical and personal information.

Develop and maintain a strong understanding of specialist surgical practice, head and neck surgery, plastic surgery and oncology-related workflows.

Contribute to the smooth, efficient and professional running of the practice and support a consistently high standard of patient experience.

About you

Previous experience in medical administration, executive assistance or specialist medical practice.

Exceptional organisational and time-management skills, with the ability to manage competing priorities.

Excellent written and verbal communication skills.

Strong medical document preparation skills.

A high level of accuracy and attention to detail.

The ability to communicate with patients and families with warmth, empathy and professionalism.

Confidence communicating with surgeons, specialists, medical professionals and hospital staff.

Strong computer literacy and experience with practice management systems.

The ability to work autonomously, exercise initiative and anticipate what needs to be done.

A calm, composed and professional approach in a busy and sometimes demanding environment.