Executive & Private Assistant

Remote or hybrid (Sydney based preferred)

Full time

Overview

This is an autonomous, one-to-one position supporting the managing director across company operations and private family office responsibilities. The role requires exceptional discretion, technical fluency and the ability to maintain structure across both domains. You will operate independently in a remote-first environment while coordinating with teams and stakeholders across time zones.

The managing director expects all work to be grounded in systems thinking and long-term value. Every task, no matter how small, should contribute to explicit strategic goals. The environment demands precision, careful verification and intellectual honesty at every level.

How We Work

Our culture is established through daily practice, not posted statements. It has developed organically over decades and is maintained by all colleagues.

- People over process. Everyone's contribution counts equally when made in good faith. Recognition comes from tenure and trust built over years. New colleagues join the team; they are not deployed into it.
- Direct, warm, plain communication. We state our positions and invite input. There is no corporate register or performative formality. We reach decisions through logical deduction and majority vote. People who think clearly about what's in the company's best interest will usually arrive at the same conclusion. Stubborn disagreement is not a virtue. We use 'we' for wins and 'I' for accountability.
- Honest error reporting is sacred. When something breaks, the focus is on fixing it, not assigning blame. Bad news is reported immediately without fear of penalty. Mistakes are shared learning, not personal failure.
- Understanding before building. We prioritise deep understanding of complex problems before implementing solutions. People who can grasp things quickly are valued, provided they appreciate the need for foundations.
- We handle sensitive things carefully. Whether it is clinical data,



business strategy or personal information, privacy and stewardship are non-negotiable.

Key Responsibilities

- Triage high volume communication and manage inboxes and calendars
- Proactively drive projects to completion, maintain momentum, and provide structure to keep priorities moving forward
- Coordinate complex local and international travel including flights, charters and logistics
- Prepare briefing materials for executive and stakeholder meetings
- Track progress and coordinate personal projects alongside business initiatives
- Manage family scheduling, property maintenance, and personal tasks
- Handle purchasing of items and services, and remind about recurring needs
- Plan and manage private events, social engagements, and private lifestyle activities
- Assist with additional tasks and requests as they arise

What We Look For

- Experience as an executive assistant or private assistant supporting C-suite executives, entrepreneurs or family offices
- Proven ability to manage high volume communication and prioritise effectively under pressure
- Demonstrated track record of working autonomously in remote environments
- Advanced proficiency with Microsoft Office and digital productivity tools
- Exceptional written and verbal communication skills
- Strong judgment, discretion and emotional intelligence
- Full working rights in Australia
- Willingness to provide occasional flexibility for after-hours or weekend requirements

Compensation We offer remuneration commensurate with experience. High-performing employees who grow with the business are rewarded with regular annual increases, some of which are substantial, as a fair, ongoing reward for their long-term commitment and significant contributions.

How to Apply

Submit your resume and a brief cover letter outlining your relevant experience to [email protected]

Include 'Executive and Private Assistant Application' in the subject line. All applications will be treated as strictly confidential. Shortlisted candidates will be contacted within 10 business days.

📌 Executive & Private Assistant (Sydney)
🏢 Medical Specialties Australasia
📍 Sydney