Office Administrator

Who We Are

Healthcare needs a better rhythm: one that keeps care continuous and deeply human. Heidi is building an AI Care Partner that works alongside clinicians to make that possible.

We’re a team of doctors, engineers, designers, researchers, and creatives building tools that help clinicians stay focused on what matters most: their patients.

In just 18 months, Heidi has given back more than 18 million hours to healthcare professionals — supporting 73 million patient visits in 116 countries. Today, more than two million patient visits each week are powered by Heidi worldwide.

Backed by nearly $100 million in funding, we’re growing in the US, UK, Canada, and Europe, partnering with leading health systems including the NHS, Beth Israel Lahey Health, and Monash Health.

**The Role**As our Sydney Office Administrator, you’ll be the heart of our Sydney workspace — ensuring the office runs smoothly, feels energised, and reflects Heidi’s culture. You’ll take ownership of day-to-day operations, from facilities and supplies to building relationships with vendors and building management. You’ll also bring people together through well-planned, thoughtful events — whether it’s a team offsite, client gathering, or Friday social.

To thrive in this role, you’ll need to be proactive, organised, and great with people. You’re the kind of person who spots what needs doing before anyone asks — who loves creating environments that help people do their best work and feel connected. You should be comfortable in a fast-paced, high-growth startup, ready to roll.

What you’ll do

• Own day-to-day office management — facilities, supplies, equipment setup, access, and coordination with building management for maintenance and improvements.

• Manage relationships with office vendors and service providers, ensuring the Sydney workspace is well-supported and operational at all times.

• Organise and coordinate company events — including internal team gatherings, external client events, offsites, and ad hoc celebrations.

• Partner with People & Operations to support onboarding, team communications, and culture initiatives across the Sydney team.

• Maintain and improve office systems, keeping processes streamlined and efficient as the team grows.

• Support general admin tasks and ad hoc projects as needed across the business.

What we’re looking for

• A sense of ownership over spaces and experiences — whether it’s keeping the office running smoothly, planning an event, or shaping team rituals, you notice what’s needed and make it happen.

• Experience (formal or informal) in office coordination, events, or culture-building — you’ve organised things before and know how to bring people together in meaningful ways.

• A thoughtful, people-first mindset — you care about how things feel, not just how they function, and you’re always looking for ways to improve the day-to-day experience of the team.

• High attention to detail with a bias for action — you can juggle logistics, timelines, and moving pieces without dropping the ball.

• Strong communication and relationship-building skills — you’re approachable, reliable, and build trust quickly across different teams.

• Creativity and initiative — you bring ideas for how we can make Heidi Sydney feel uniquely Heidi, and you’re excited to experiment and evolve what “great culture” looks like.

• Comfort operating in a fast-moving environment — priorities shift, things change, and you adapt while keeping the vibe steady and positive.

Attitude is more important than experience so if you are a hungry, competitive and highly motivated operator who has a knack for problem solving and building relationships, we want to hear from you.

The way we work

1. Build to Last

We design for safety and reliability so clinicians, patients, and our teams can trust what we build every day.

2. Own Your Practice

Ideas rise on merit, not title, and everyone shares responsibility for the standards we set together.

3. Move Fast, Stay Steady

We move quickly but never at the cost of trust. Progress only matters if people can depend on what we make.

4. Make Others Better

Honest feedback, steady support, and shared growth keep our teams improving together.

Why you will flourish with us

• Flexible hybrid working environment, with 3 days in the office.

• A generous personal development budget of $500 per annum

• Learn from some of the best engineers and creatives, joining a diverse team

• Become an owner, with shares (equity) in the company, if Heidi wins, we all win

• The rare chance to create a global impact as you immerse yourself in one of Australia’s leading healthtech startups

• If you have an impact quickly, the opportunity to fast track your startup career!

Heidi is dedicated to creating an equitable, inclusive, and supportive work environment that brings people together from diverse backgrounds, experiences, and perspectives. Our strength is in our differences. We're proud to be an equal opportunity employer and welcome all applicants as we're committed to promoting a culture of opportunity for all.