Executive Assistant – Medical Director
Req ID: 7317 • Posting Start Date: 20/05/2026 • Advertisement End Date: 03/06/2026 • Work Location: PYMHWS Parkville
About Us
Parkville Youth Mental Health and Wellbeing Service (PYMHWS) is Victoria's newest public mental health service dedicated to the care of young people aged 12 to 25 experiencing complex mental health challenges.
PYMHWS is leading a bold and values‐driven transformation in youth mental health care across Melbourne's north and west. We exist to walk alongside young people, their families, carers, supporters and kin, delivering care that is accessible, inclusive, developmentally appropriate, evidence‐informed, and grounded in lived experience. Our service model is shaped by the voices of young people and their communities, and underpinned by a commitment to safety, equity, and continuous learning.
As we grow, we are looking for passionate, skilled, and visionary professionals to join us in shaping a new era of youth mental health in Victoria.
The Opportunity
The Executive Assistant (EA) team provides high‐level administrative, coordination and operational support to the Chief Executive Officer, Board, and Executive Leadership Team of PYMHWS. Operating as a cohesive and integrated function, the EA team enables the effective functioning of executive and governance processes by ensuring seamless coordination of priorities, information flow, and decision‐making support across PYMHWS.
Why Join PYMHWS?
* Be part of building a legacy for youth mental health in Victoria
* Work alongside passionate, visionary leaders in a values‐led organisation
* Salary packaging options, up to $11,600 tax free earnings
* 5 weeks annual leave plus monthly ADO for full‐time employees
* Flexible working arrangements including remote work options where possible
* Employee well‐being focused, access to EAP
* Fitness Passport membership
* Flexible, inclusive, and supportive workplace culture
* Opportunities for professional growth and development
About the Role
The Executive Assistant works in close partnership with designated executive leaders across one or more portfolios, providing high‐quality, proactive support to enable the effective and professional operation of their respective portfolios. The role requires the ability to manage competing priorities, coordinate across clinical streams, and support strong governance within a growing, transformation‐focused service.
What You'll Do
* Support the Medical Director in the coordination of clinical governance functions, including incident review processes, clinical risk management activities, and accreditation readiness (NSQHS and relevant frameworks).
* Maintain oversight of key governance deliverables, including reporting timelines, committee cycles, and compliance requirements.
* Support the preparation of documentation and briefings related to clinical safety, quality improvement, and service performance.
* Assist in coordinating medico‐legal and regulatory matters, including tracking requests, timelines, and responses (e.g. FOI, legal correspondence, external reporting requirements).
* Support the preparation and collation of documentation for regulatory bodies and external stakeholders, ensuring accuracy, timeliness, and confidentiality.
* Maintain systems to monitor and track sensitive or high‐risk matters, ensuring appropriate escalation and oversight.
About You
Formal Qualifications
* Undergraduate degree in business, administration, communications, or equivalent level of experience.
Essential
* Extensive experience providing high‐level executive support to senior leaders in complex environments.
* Experience coordinating sensitive or high‐risk matters requiring discretion, sound judgement, and structured follow‐through.
* Demonstrated experience in diary management, communications, governance, and Board support, with the ability to synthesise complex information into clear, concise executive briefings.
* Strong organisational skills with the ability to manage competing priorities, tight deadlines, and ambiguity.
* Proven ability to prepare, draft, and edit high‐quality documents, briefs, and presentations.
* Experience in project coordination, tracking milestones, and supporting transformation or change initiatives.
* High‐level discretion, integrity, and professionalism in handling confidential information.
* Excellent interpersonal skills to engage a wide range of stakeholders.
* Strong digital literacy: proficiency in Microsoft Office and collaboration platforms (Teams, SharePoint, Asana or equivalent).
Desirable
* Experience in public health, mental health or community service settings will be highly regarded.
* Understanding of the Victorian public health sector and governance processes.
Ready to Make a Difference?
If you're looking to be part of something truly meaningful, we'd love to hear from you.
Contact
Dr. Astha Tomar – 03 9966 9100
Diversity and Inclusion
PYMHWS stands in solidarity with Aboriginal and Torres Strait Islander people in work and care. We are proud to be a workplace that champions diversity, inclusion and equality for our staff and our community. Our goal is for our people to feel safe, included and supported so that they can be at their best every single day. We encourage talented people from all backgrounds, abilities, and identities to apply to our vacancies, and will consider adjustments to support such applications.
Equal Opportunity Employment
We provide reasonable adjustments throughout the recruitment process to support all applicants. If you require any adjustments, please let us know via the application prompts or inform our People and Culture team if you're contacted for an interview.
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