Admin Assistant

The Opportunity

The Administrative Assistant provides direct support to the Chief of Staff and Practice Administrator-managing calendars, coordinating meetings and events, preparing materials, tracking projects, and handling the day-to-day administrative operations that keep leadership and the broader team running efficiently.

You Will Work Closely With

• The Executive Assistant, COO, and Practice Administrator on executive support, scheduling, and priority project coordination
• Department managers and clinical leadership on cross-functional administrative needs and meeting logistics
• Vendors, external partners, and internal teams on correspondence, documentation, and coordination

What You'll Own

• Executive & Administrative Support
• Manage calendars, schedule meetings, and coordinate internal and external appointments.
• Prepare meeting agendas, take notes when required, and track action items through to completion.
• Support document preparation including reports, presentations, and internal communications.
• Office Coordination & Administrative Operations
• Aid in coordinating daily administrative activities across departments.
• Maintain organized digital and physical files, records, and documentation.
• Manage incoming communications including phone calls, emails, and correspondence.
• Support preparation and organization of internal documents, policies, and operational materials.
• Meeting & Event Coordination
• Coordinate logistics for leadership meetings, team meetings, and internal events.
• Prepare materials, presentations, and meeting documentation in advance.
• Track follow-up actions and ensure timely completion of assigned tasks.
• Project & Operational Support
• Assist leadership with tracking operational projects, deadlines, and open items.
• Maintain spreadsheets, trackers, and documentation used to monitor projects and workflows.
• Help maintain organized documentation related to vendors, contracts, and administrative processes.
• Provide general office support that ensures the smooth day-to-day functioning of the clinic and wellness center.

Success

• First 90 Days: Fully onboarded to systems, workflows, and the administrative cadence of the Chief of Staff and Practice Administrator.
• Calendars, meeting prep, and action item tracking running smoothly and proactively.
• Strong working relationships established across leadership, clinical, and administrative teams.
• First 6 Months: Recognized as a reliable, anticipatory administrative resource by the leaders you support.
• Contributing operational organization and follow-through that reduces friction for the whole team.
• First Year: Viewed as an indispensable operational partner to leadership.
• Consistently embodying the Optimum Standard.

Required

• 5+ years of administrative or office support experience.
• Strong organizational and time management skills with the ability to manage multiple tasks and shifting priorities simultaneously.
• Excellent written and verbal communication skills and professional discretion when handling confidential information.
• High proficiency in Google Suite and project management tools such as Asana or Notion.
• Experience coordinating meetings, calendars, and administrative workflows across multiple leaders.
• High attention to detail and consistent follow-through without prompting.

PREFERRED

• Experience in a healthcare, wellness, or medical office environment.
• Familiarity with outpatient clinic or specialty practice administrative operations.