Role Overview
We are seeking an experienced Executive Assistant to provide high‐level administrative support to the Executive Director of Clinical Operations, Chief Medical Officer, and Deputy Directors of Clinical Operations. The hours may be offered to one applicant or split across multiple applicants.
Responsibilities
In this pivotal role, you will coordinate multiple complex diaries, manage meetings, prepare agendas and minutes, and deliver a broad range of administrative support that underpins the smooth and efficient functioning of the Clinical Directorate.
You will be a key point of coordination, ensuring day‐to‐day operations run seamlessly and professionally.
We expect you to bring strong computer literacy (particularly in Microsoft 365 and Adobe Acrobat), be comfortable working in a fast‐paced environment, and engage confidently with executive leaders.
Excellent communication skills, sound judgement, and the ability to prioritise effectively and maintain confidentiality are essential.
Solid experience supporting governance processes, including end‐to‐end meeting coordination, agenda preparation, minute taking, and monitoring action items, is required.
Qualifications – Preferred
* Previous experience in an executive and administration support role.
* Capacity to work with little supervision.
* Experience in juggling multiple priorities and deadlines.
* Experience in working with more than one manager.
* Experience providing support in a senior management environment.
* Demonstrated experience acting with discretion and maintaining confidentiality.
* Minute taking experience.
Experience / Advantages
* Qualification in Administration or Business.
* Previous experience in a similar role providing support in a senior management environment.
* Health industry experience.
* Effective and consultative diary management.
* Autonomous management of small projects.
Benefits
* Flexible working arrangements.
* Access to employee assistance program.
* Salary packaging.
* Free parking.
Vaccination Requirement
Some roles in the healthcare sector are required to be vaccinated annually for Influenza (unless a valid exemption applies). Evidence of vaccination (or exemption) may be required prior to commencement.
About the Organisation
The West Gippsland Healthcare Group is a customer‐focused health organisation providing acute medical and surgical, obstetric, emergency, residential care and community health services to 45 000 people in the rural, urban residential, agricultural and industrial areas located within the Baw Baw Shire and beyond. The administrative headquarters are located at West Gippsland Hospital in Warragul, approximately 100 km east of Melbourne.
Working with Us
All appointments with the West Gippsland Healthcare Group are subject to the satisfactory return of professional reference checks, a National Police Record Clearance and a current Employee Working with Children Check. All employees must hold current entitlement to work within Australia. A six‐month probationary period applies to all new appointments.
How to Apply
Applications must be submitted via seek.com.au and must include a current CV and a covering letter. Responses to the selection criteria are recommended. Shortlisted applicants will be asked to provide at least two professional referees. If you have any further queries, please contact Maree Fellows, Executive Director Clinical Operations on 03 5623 0614 or via email .
Application Deadline
Applications close on Monday, 6 April 2026. Please apply at your earliest convenience; shortlisting may commence before the closing date.
EEO Statement
As an inclusive employer, committed to improving diversity and equity in our workforce, we encourage applications from all parts of our community, including Aboriginal and Torres Strait Islander people, people from culturally diverse backgrounds, LGBTI people, and people with lived experience of disability.
As a Child Safe organisation, West Gippsland Healthcare Group promotes the safety, wellbeing and inclusion of all children, including those with disability.
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