[Hiring] Executive Assistant @Staffstream

Role Description

Staffstream is hiring an Executive Assistant to support the Director of a growing Australian medical education business. This isn't a calendar-and-inbox EA role. The Director is a high-performing surgeon who also runs professional development programs, training content, and speaking engagements for the medical community, and surgical commitments mean he's often unreachable for stretches of the day. You'd work directly with him and a very small, close-knit team. The job is to be the person who keeps things moving when he can't: managing his priorities, handling communications on his behalf, and building the structure that stops things from falling through the cracks. This role is open to candidates based in the Philippines.

What you will actually do

• Keeping his day on track:
  • Manage his priorities, schedule, and workflow with real autonomy, protecting his time and making sure the important things keep moving.
  • Spot gaps, deadlines, and outstanding items before they become urgent, and act on them without being asked.
  • Filter what needs his attention from what doesn't, and handle or delegate the rest with good judgement.
• Communication on his behalf:
  • Draft emails, manage follow-ups, and act as his point of contact with stakeholders when he's unavailable.
  • Chase people professionally and firmly to keep commitments on track, comfortable being directive when the situation calls for it.
  • Develop a genuine feel for his tone and voice so your written correspondence sounds like him, not like a template.
• Research and decision support:
  • Research topics, suppliers, and opportunities, and turn them into clear, structured summaries he can act on quickly.
  • Prepare briefings, presentations, and reports so he has what he needs without doing the underlying work himself.
  • Retain context across ongoing matters (past decisions, open threads) so he doesn't have to repeat himself.
• Systems and structure:
  • Build the processes and SOPs that keep his operation running smoothly and stop things getting dropped.
  • Use AI tools daily to work faster across communications, research, and document production, and actively look for ways to automate repetitive work.
• Light people coordination:
  • Follow up with team members on his behalf, tracking that commitments and deliverables actually land.
  • Assist with presentations, spreadsheets, and reports that are polished enough to send without further editing.

Qualifications

• Solid experience in a high-level Executive Assistant, Chief of Staff, or senior business-support role, where you were genuinely trusted with autonomy and judgement, not just task lists.
• Excellent written and spoken English, with the confidence to represent him directly on video calls and phone calls, not just async messages.
• Strong research skills: you can take a vague ask and turn it into a clear, useful answer.
• Comfortable in Google Suite, PowerPoint, and Excel.
• Already using AI tools like ChatGPT or Claude in your daily work, not just aware they exist.
• Proactive and self-directed: you notice what needs doing and get on with it, rather than waiting to be asked twice.
• A genuinely strong memory, or a system that gets you there. He juggles a lot of moving parts and doesn't want to explain something a second time.

Nice to have

• Experience supporting a business owner or having run something of your own.
• Background in medical, healthcare, education, or professional services.
• Experience building SOPs or productivity systems from scratch in a founder-led or executive-led environment.

The setup

• This role is open to Philippines-based candidates.
• Fully remote, working full Australian business hours, with real-time availability for video and phone calls throughout the day. This isn't a nice-to-have: quick, live back-and-forth with the Director is central to how the role works.
• Staffstream provides your equipment.

What's In It for You

• A stable, full-time role with a business that genuinely needs you and wants you to grow into it. You'd be trusted to own your area, not micromanaged, working with a small team that values someone who can take things off their plate and run with them.
• On top of that, Staffstream looks after you properly:
  • HMO health cover, with one dependent covered for free.
  • Group life insurance.
  • Paid leave credits.
  • Work-from-home equipment provided.
  • You're employed compliantly under Philippine law: a proper local employment contract, your taxes handled correctly, and all your government-mandated benefits (SSS, PhilHealth, Pag-IBIG) plus 13th month pay. That means real security and peace of mind, not a loose freelance arrangement. Everything is above board and looked after for you.

How This Works

You'd be employed directly by Staffstream, not by the client. We place you with an Australian business and support you the whole way, handling the local employment side properly so you can focus on the work in front of you.