Executive Assistant / Medical Concierge Manager

Private GP Practice, Chelsea/Hybrid

• Salary: TBD depending on experience, seniority and contract structure.
• Location: Central London.
• Core hours: 8:30am–6:30pm, Monday to Friday.
• Flexibility: The role may occasionally run beyond 6:30pm depending on patient needs, urgent coordination, diary changes, travel, medical administration or time-sensitive concierge support.
• Out-of-hours support: Rare urgent evening/night-time and weekend facilitation may be required across 7 days for genuine medical or concierge emergencies. This would usually involve coordination, escalation or communication rather than providing clinical advice.
• Contract: Employed salary or self-employed/contract arrangement considered.
• Benefits: Holiday, pension and flexible working options available depending on contract structure.
• Equipment: Work phone and Apple Mac laptop provided.

Role Overview

An exceptional opportunity has arisen for a highly organised, discreet and detail-oriented Executive Assistant / Medical Concierge Manager to provide true right-hand support to a fast-paced Private GP with a remote-led practice based in Chelsea.

This is a small, highly specialised and fast-paced private medical practice providing a very personal level of care to a discerning patient base, including high-net-worth individuals and families.

The role combines medical executive assistance, private EA support, patient coordination, practice administration and high-touch concierge support. It requires someone calm, polished, tech-confident and highly proactive, with excellent judgement and a genuine ability to manage detail.

The successful candidate must be comfortable working in a growing practice where priorities can change quickly and where discretion, initiative, ownership and follow-through are essential. This is a trusted role for someone who can act as a true right hand, anticipate needs and ensure that nothing is missed.

This is not a traditional 9–5 EA role. The core hours are 8:30am–6:30pm, Monday to Friday, but the successful candidate must understand that occasional flexibility beyond these hours may be required, particularly where urgent patient coordination, diary changes, medical administration, travel or concierge support is needed.

Key Responsibilities

Executive Assistant & Diary Management

• Extensive diary management across meetings, appointments, calls and patient consultations
• Managing complex, changing schedules with accuracy, urgency and discretion
• Coordinating regular in-person meetings and occasional office-based work in Chelsea, with flexibility for other Central London locations
• Assisting with travel arrangements including flights, accommodation and itineraries; expenses covered where applicable
• Preparing agendas, documents, notes and follow-up actions
• Supporting both high-level coordination and day-to-day administration with equal care

Medical Administration & Patient Coordination

• Using Semble for patient administration, scheduling, billing and records
• Liaising with patients, families, assistants, specialists, clinic teams and external providers
• Arranging referrals, investigations, imaging and follow-up care; registering patients on relevant portals
• Chasing test results, reports and clinical correspondence; maintaining referral logs
• Scanning, filing and managing medical records securely
• Maintaining patient details, daily patient lists and clinical tracking spreadsheets
• Audio typing and preparing clinical documents where required
• Escalating clinical queries appropriately; this role does not involve giving medical advice

Technology, AI & Workflow Support

• Confident use of Apple Mac, cloud-based systems and practice management software
• Using Xero and/or QuickBooks for invoicing, payment tracking, expenses and debt chasing
• Familiarity with, or willingness to learn, Semble, Heidi, AI transcription tools and automation platforms
• Using AI tools to support drafting, formatting, summarising and administrative efficiency — with accuracy, confidentiality and clinical discretion
• Creating and formatting documents in Word, Excel, PowerPoint and other platforms
• Helping improve systems, templates, trackers and workflows as the practice grows

Governance, Confidentiality & Data Protection

• Handling sensitive medical, personal, financial and family information with absolute discretion
• Applying GDPR principles in…