Office Assistant

Job Description

Job Description

We are seeking a highly organized, proactive, and detail-oriented Personal Assistant to support the General Manager of a well-established outpatient physical therapy clinic. This is a dynamic position that combines executive support, administrative responsibilities, human resources coordination, marketing assistance, and community relationship management.
The ideal candidate is dependable, professional, enjoys variety in their workday, and is comfortable balancing multiple priorities while maintaining confidentiality and exceptional organizational skills. This role is integral to the smooth operation and continued growth of our practice. Responsibilities

• Provide daily administrative support to the General Manager.
• Manage correspondence, calendars, scheduling, and special projects.
• Prepare letters, reports, spreadsheets, presentations, and other business documents.
• Maintain organized electronic and paper filing systems.
• Assist with policy and procedure documentation.
• Coordinate meetings and take meeting notes as needed.
• Process payroll accurately and on schedule.
• Coordinate employee 401(k) contributions and related documentation.
• Serve as liaison between employees and the health insurance provider regarding enrollment, changes, and benefits.
• Assist with onboarding paperwork and personnel files.
• Maintain confidentiality of all employee information.
• Assist with marketing initiatives to promote the clinic.
• Help maintain and strengthen relationships with physician offices and other referral sources.
• Coordinate community outreach events, sponsorships, and educational opportunities.
• Assist with social media, newsletters, promotional materials, and patient communications.
• Track marketing activities and referral trends.
• Monitor inventory levels and order office and clinical supplies.
• Coordinate vendor relationships and service contracts.
• Assist with facility organization and operational efficiency.
• Support quality improvement initiatives and special projects.
• Filing and document management.
• Data entry and database maintenance.
• Answer occasional phone calls and assist with general office needs.
• Perform additional administrative duties as assigned.

• Competitive hourly wage of $22.00–$32.00 per hour based on experience.
• Paid time off.
• Health insurance.
• Retirement plan with 401(k).
• Paid holidays.
• Opportunities for professional growth and development.

• Associate's degree preferred; equivalent experience considered.
• Minimum of 2 years of administrative or executive assistant experience.
• Payroll or bookkeeping experience preferred.
• Experience coordinating employee benefits or human resources functions is a plus.
• Marketing, customer service, or business development experience is desirable.
• Proficiency with Microsoft Office (Word, Excel, Outlook) and Google Workspace.
• Ability to learn practice management and payroll software.
• Excellent written and verbal communication skills.
• Strong organizational and time management abilities.
• High level of professionalism and discretion with confidential information.
• Self-motivated with the ability to work independently and prioritize multiple tasks.