Are you an experienced Personal Assistant who thrives in a fast-paced, senior-level environment? Do you have exceptional organisational skills, a calm and proactive approach, and the ability to manage sensitive information with absolute discretion?

We are currently seeking an experienced Personal Assistant to support a Service Clinical Director within a large, well-established health organisation based in Grafton.

This is a 6 month temporary position starting on the 19th October 2026, working full time hours (office based).

About the Role

As Personal Assistant to the Service Clinical Director, you will provide high-quality, timely executive and administrative support to a senior clinical leader, while also supporting the wider team and contributing to the smooth day-to-day operation of the service.

No two days will be the same. You will be trusted to manage competing priorities, anticipate what is needed before it is asked for, and handle confidential and sensitive matters with professionalism and discretion. Key Responsibilities include:

• Proactively manage the Director's diary, anticipating priorities, resolving scheduling conflicts and ensuring their time is used effectively.
• Coordinate meetings from start to finish, including scheduling, agendas, pre-reading, meeting papers, minute-taking, action tracking and follow-up.
• Manage incoming and outgoing calls, emails, correspondence, submissions and reports, determining priorities and ensuring matters are appropriately processed, delegated or escalated.
• Keep the Director informed of key actions, deadlines and outstanding matters.
• Build and maintain strong relationships with internal and external stakeholders to support service delivery, projects and organisational priorities.
• Act as a key point of contact for the service when management staff are unavailable.
• Coordinate domestic and international travel, including flights, accommodation, transport, itineraries, registrations and associated documentation.
• Support staff attendance at conferences, meetings and events, including travel coordination and sponsorship administration where required.
• Prepare and format high-quality documents, presentations, reports, correspondence and other written communications.
• Provide secretarial and administrative support to national office staff as required.
• Establish and maintain accurate electronic files and records, ensuring confidentiality is maintained.
• Maintain efficient office systems and processes.
• Take action to support the day-to-day operational requirements of the national office.
• Coordinate and maintain staff rosters for the service, including triage rosters.
• Process invoices, purchase orders, CAPEX requests and expense claims accurately and within required timeframes.
• Undertake other duties and projects as reasonably requested.

About You

• 5+ years' administration experience, including experience supporting senior managers or executives.
• Previous experience as a Personal Assistant within a clinical or healthcare service.
• Extensive diary and email management experience.
• Advanced computer skills and strong working knowledge of Outlook, Word, Excel and PowerPoint.
• Proven ability to accurately record, transcribe and distribute meeting minutes.
• Strong problem-solving and decision-making skills.
• Highly developed organisational and time-management capabilities.
• Experience handling highly confidential and sensitive information.
• Excellent written and verbal communication skills.
• The ability to build strong, collaborative relationships with internal and external stakeholders.
• A professional and approachable manner, with the ability to represent the service positively at all times.
• A proactive, solutions-focused approach, with the confidence to use initiative and work independently.
• Experience using health information systems would be highly advantageous.

If you enjoy being the person who keeps everything moving, can confidently manage competing priorities, and take pride in delivering exceptional executive support, we'd love to hear from you.

Apply now to secure this 6-month temporary opportunity starting 19 October.