Executive Assistant / Practice Coordinator

Full-time | In office | Preston, Victoria

About Elixir

Elixir Wealth Advisory for Doctors is a specialist professional services practice providing financial advisory, taxation, accounting, debt and strategic advice to medical professionals and healthcare businesses across Australia.

Our work extends beyond conventional financial advice. We assist doctors, specialists and practice owners with complex financial and commercial matters throughout their careers, working across wealth management, taxation, business structuring, lending and debt management, and related legal and professional matters.

We place a strong emphasis on technical competence, discretion, professional judgement and long-term client relationships. As the practice continues to grow, we are seeking an exceptionally organised and capable person to work closely with the Principal and assist with the day-to-day management of a demanding professional workload.

The Role

We are seeking a highly organised and proactive Executive Assistant / Practice Coordinator to provide direct support to the Principal across financial advisory, legal and broader professional activities.

This is not simply an administrative position. The successful candidate will play an important role in managing the Principal’s time, priorities, commitments and workflow, helping ensure that competing professional obligations are properly organised, followed through and completed.

The role requires someone who can understand what requires immediate attention, what can be delegated, what needs follow-up and where the Principal’s time is best directed.

Working from our Preston office, you will become a central point of coordination across clients, professional advisers, staff and external stakeholders.

Key Responsibilities

Responsibilities will include

Managing a complex professional diary, appointments,



meetings and competing commitments.

Actively assisting with the management and prioritisation of the Principal’s time across advisory, legal, business and professional responsibilities.

Coordinating meetings, telephone calls, conferences and travel arrangements.

Monitoring deadlines, commitments and outstanding matters and ensuring appropriate follow-up.

Preparing and formatting correspondence, reports, briefing material, meeting notes and professional documents.

Managing incoming communications and assisting with prioritising emails, correspondence and requests requiring attention.

Liaising professionally with clients, accountants, lawyers, financial advisers, lenders, medical practitioners and other external stakeholders.

Maintaining accurate client, matter and administrative records.

Coordinating documents for execution and following up outstanding signatures, information and supporting documentation.

Assisting with expense management, invoices and general financial administration.

Maintaining confidentiality across sensitive client, financial and legal matters.

Supporting the broader team with workflow coordination and office administration.

Anticipating upcoming requirements and resolving administrative issues before they become demands on the Principal’s time.

About You

You will be someone who is naturally organised, dependable and comfortable working alongside a busy professional with multiple responsibilities.

You will ideally have

Demonstrated experience as an Executive Assistant, Personal Assistant,



Practice Coordinator or in a comparable senior administrative role.

Excellent diary and time-management skills, including the ability to manage changing priorities and competing deadlines.

Strong written and verbal communication skills and a high standard of professional presentation.

Excellent attention to detail and an ability to prepare professional correspondence and documentation accurately.

Sound judgement and the confidence to determine what requires immediate attention and what can be appropriately scheduled or delegated.

A high degree of discretion when handling confidential, commercially sensitive and personal information.

Strong follow-through and the ability to keep track of multiple matters simultaneously.

Confidence dealing with senior professionals and clients.

Competency with Microsoft Office, Outlook, calendar systems and document-management platforms.

- A practical, solutions-focused approach and a willingness to take ownership of tasks.

Experience within financial advice, accounting, legal services, banking, medical administration or another professional-services environment would be highly regarded.

A qualification in business administration, office management, legal administration or a related discipline would be advantageous but is not essential.

What We Are Looking For

Above all, we are looking for someone who can become a trusted professional right hand to the Principal.

The right person will bring structure to a busy working environment, protect the Principal’s time, maintain visibility over outstanding commitments and ensure that important matters do not fall between the cracks.

This position would suit someone who enjoys responsibility, appreciates the importance of discretion and wants to develop a long-term role within a growing specialist skilled services practice.

📌 Executive Assistant (Melbourne)
🏢 Elixir Wealth Advisory For Doctors
📍 Melbourne