Job Description
ABOUT THE ROLE:
This is not a typical administrative job. We are a fast-moving, physician-led practice run by a high-performing, forward-thinking leader with a full calendar, multiple priorities, and zero tolerance for dropped balls. We need someone who doesn't just keep up — they stay ahead.
If you thrive in dynamic environments, take ownership without being asked, and treat execution like a craft — keep reading.
You’ll be the right hand, the gatekeeper, and the calm in the storm — handling everything from inboxes to in-person support.
Job Summary
Total calendar command — manage a complex, high-volume schedule across clinical, business, and personal commitments with precision
Communication gatekeeper — triage emails, calls, and messages; draft responses; protect the physician's time and attention
Project execution — track open initiatives, follow up on deadlines, and surface what needs attention before it becomes a problem
Liaison and coordination — serve as the primary point of contact for staff, vendors, referral partners, and external stakeholders
Travel and logistics — coordinate travel, conferences, continuing education, and event planning end-to-end
Confidential support — handle sensitive practice information, patient-adjacent matters, and personal tasks with discretion
KEY RESPONSIBILITIES:
Daily Operations
Organize and optimize daily office and employee schedule — appointments, meetings, priorities
Coordinate and maintain social media calendar
Day to day Business operations
Inbox & Communication Management
Filter and respond to emails on behalf of executive (with flair & professionalism)
Draft, proofread, and send correspondence with clients, partners, and media
Documentation
Organize and file documents, follow-ups, and create summaries
Google Drive, Desktop, Document Management
Handle VIP patient requests, phone calls, and scheduling
Life & Task Management
Handle personal errands, reservations, and daily to-dos
Work with vendors, manage reminders, and troubleshoot problems before they hit the radar
QUALIFICATIONS:
You've been an EA, chief of staff, or senior admin for a high-output executive — ideally in healthcare or a fast-paced professional services environment
You move fast, think ahead, and anticipate needs before they're spoken
You have a high standard for accuracy, follow-through, and professionalism — in every interaction
You can prioritize 10 things, execute on 8, and escalate the 2 that need a decision — without being told
You are comfortable being the right hand to someone who operates at a high level — you take pride in being the engine behind their success
This role is your primary commitment — not a bridge to something else
TO APPLY:
Must-haves
3+ years supporting a C-suite executive, physician, or practice owner
Expert-level calendar management and communication skills
Strong proficiency in Google Workspace or Microsoft 365
Proven ability to handle confidential information with full discretion
Available and responsive during core business hours — full on-site commitment required
Job Types: Full-time, Part-time
Pay: $25.00 - $35.00 per hour
Expected hours: 30.0 – 40.0 per week
Benefits:
Flexible schedule
Application Question(s):
Write a short note about why you're the right person for the job. Bonus if you include a favorite productivity tip or tool you swear by.
What's one time you made your executive's life significantly easier — and how did you do it?
Applications without a note will not be considered. This is our first filter — we want to hear how you think.
Work Location: In person
This is not a typical administrative job. We are a fast-moving, physician-led practice run by a high-performing, forward-thinking leader with a full calendar, multiple priorities, and zero tolerance for dropped balls. We need someone who doesn't just keep up — they stay ahead.
If you thrive in dynamic environments, take ownership without being asked, and treat execution like a craft — keep reading.
You’ll be the right hand, the gatekeeper, and the calm in the storm — handling everything from inboxes to in-person support.
Job Summary
Total calendar command — manage a complex, high-volume schedule across clinical, business, and personal commitments with precision
Communication gatekeeper — triage emails, calls, and messages; draft responses; protect the physician's time and attention
Project execution — track open initiatives, follow up on deadlines, and surface what needs attention before it becomes a problem
Liaison and coordination — serve as the primary point of contact for staff, vendors, referral partners, and external stakeholders
Travel and logistics — coordinate travel, conferences, continuing education, and event planning end-to-end
Confidential support — handle sensitive practice information, patient-adjacent matters, and personal tasks with discretion
KEY RESPONSIBILITIES:
Daily Operations
Organize and optimize daily office and employee schedule — appointments, meetings, priorities
Coordinate and maintain social media calendar
Day to day Business operations
Inbox & Communication Management
Filter and respond to emails on behalf of executive (with flair & professionalism)
Draft, proofread, and send correspondence with clients, partners, and media
Documentation
Organize and file documents, follow-ups, and create summaries
Google Drive, Desktop, Document Management
Handle VIP patient requests, phone calls, and scheduling
Life & Task Management
Handle personal errands, reservations, and daily to-dos
Work with vendors, manage reminders, and troubleshoot problems before they hit the radar
QUALIFICATIONS:
You've been an EA, chief of staff, or senior admin for a high-output executive — ideally in healthcare or a fast-paced professional services environment
You move fast, think ahead, and anticipate needs before they're spoken
You have a high standard for accuracy, follow-through, and professionalism — in every interaction
You can prioritize 10 things, execute on 8, and escalate the 2 that need a decision — without being told
You are comfortable being the right hand to someone who operates at a high level — you take pride in being the engine behind their success
This role is your primary commitment — not a bridge to something else
TO APPLY:
Must-haves
3+ years supporting a C-suite executive, physician, or practice owner
Expert-level calendar management and communication skills
Strong proficiency in Google Workspace or Microsoft 365
Proven ability to handle confidential information with full discretion
Available and responsive during core business hours — full on-site commitment required
Job Types: Full-time, Part-time
Pay: $25.00 - $35.00 per hour
Expected hours: 30.0 – 40.0 per week
Benefits:
Flexible schedule
Application Question(s):
Write a short note about why you're the right person for the job. Bonus if you include a favorite productivity tip or tool you swear by.
What's one time you made your executive's life significantly easier — and how did you do it?
Applications without a note will not be considered. This is our first filter — we want to hear how you think.
Work Location: In person
💡 Quick Summary
Seeking a career-building opportunity? The Executive & Personal Assistant to High position is now open for candidates interested in the Admin Executive sector. This role in Newport Beach offers a professional environment and growth potential.
Requirement Snapshot: Candidates should possess basic communication skills, a proactive attitude, and the ability to work in a team. Experience in Admin Executive is a plus.
