Administrative Assistant for Functional Medicine Practice

Job Description

Job Description

Vital You Functional Medicine | Annapolis, MD
Full-Time | Monday–Friday, 8:00 AM–4:30 PM
Starting Pay: $25/hour

Are You the Person Who Keeps Everything Running Smoothly?

Vital You Functional Medicine is a growing functional medicine practice in Annapolis, Maryland, and we’re looking for an experienced Administrative Assistant who is warm, capable, organized, resourceful, and ready to become an important part of our team.

This is much more than a traditional receptionist position.

You’ll be the face and voice of our practice for many of our patients and prospective patients. You’ll help create a welcoming experience when someone walks through our doors, confidently answer the phone, assist people who are interested in becoming patients, keep administrative details organized, support projects, and help us continually improve the way the practice operates.

We’re a small business, so flexibility matters. We’re looking for someone who notices what needs to be done, takes ownership, and is willing to pitch in rather than thinking, “That’s not my job.”

If you enjoy variety, like being relied upon, and want an opportunity to grow your responsibilities and compensation as you demonstrate your value, this may be an excellent fit.

What You’ll Do

Your responsibilities will include:

• Warmly greeting patients and guests and creating a polished, welcoming experience
• Answering incoming phone calls professionally and confidently
• Speaking with prospective patients about our services, answering appropriate questions, and helping interested callers take the next step
• Scheduling appointments and managing calendars
• Responding to patient communications and completing appropriate follow-up
• Helping keep patient and prospective-patient information organized
• Maintaining simple tracking and client-management spreadsheets in Google Sheets
• Assisting with administrative, operational, and marketing projects
• Using Gmail, Google Calendar, Google Drive, Google Docs, Google Sheets, and other Google Workspace tools
• Providing basic support for social media and our Google Business Profile
• Helping track marketing activities and prospective patient follow-up
• Maintaining organized office supplies and shared spaces
• Looking for opportunities to make systems and processes work better
• Learning new systems and responsibilities as the practice grows
• Pitching in wherever reasonably needed to help the office and patient experience run smoothly

Because we are a small practice, everyone contributes to maintaining our environment between professional cleanings. This may occasionally include straightening the waiting room, wiping down shared areas, restocking supplies, emptying a trash can, or washing a few dishes.

Who We’re Looking For

You may be a great fit if you:

• Have previous administrative, front-desk, office management, executive assistant, medical office, hospitality, customer service, or similar experience
• Communicate warmly and professionally in person, by phone, and in writing
• Feel comfortable talking with prospective clients about services, pricing, scheduling, and next steps
• Can move easily from one type of task to another without becoming overwhelmed
• Know how to prioritize when several things need attention at the same time
• Are dependable and follow through on what you say you’ll do
• Pay attention to details while still seeing the bigger picture
• Take initiative instead of waiting to be told about every task
• Notice problems and think about possible solutions
• Are comfortable receiving feedback and learning new ways of doing things
• Enjoy working as part of a small, collaborative team
• Are comfortable with basic technology and can learn new software
• Have working knowledge of Google Workspace, particularly Gmail, Google Calendar, Google Docs, Google Drive, and Google Sheets
• Are comfortable with basic social media tasks
• Treat confidential information with discretion and professionalism

Experience in a healthcare, wellness, functional medicine, or other patient-facing environment is helpful, but the right combination of administrative experience, professionalism, communication skills, and initiative is equally important.

You’ll Probably Love This Position If...

You enjoy being the person people can count on.

You get satisfaction from finishing a project, organizing information, solving a small problem before it becomes a bigger one, and helping both clients and coworkers have a better day.

You can be talking warmly with a patient one minute, working in a spreadsheet the next, and then switch gears when something unexpected needs attention.

You don't need every responsibility to fit neatly inside a job description. When you see something reasonable that needs to be done, your instinct is to help.

And as you become more capable, you want the opportunity to take on more.

This Position May Not Be the Best Fit If...

This probably isn't the right role for you if you strongly prefer:

• Doing the same tasks all day every day
• Waiting for detailed instructions before taking action
• Avoiding phone conversations with prospective clients
• Having very rigid boundaries around what is or isn't part of your job
• Working in a large organization where every responsibility belongs to a separate department
• A position with little change or opportunity for increasing responsibility

We want to be transparent about the environment because finding the right mutual fit matters to us.

Compensation & Opportunity for Growth

Starting compensation is $25/hour.

Comparable administrative positions in many local practices begin around $20/hour. We intentionally start higher because we’re looking for someone capable, experienced, and committed to doing excellent work.

More importantly, we don't view this position as having a fixed ceiling.

We are a growing small business, and there is significant opportunity for the right person to increase both responsibility and compensation over time.

Someone who consistently demonstrates strong judgment, reliability, initiative, problem-solving ability, leadership, and increasing value to the practice may have opportunities to grow into higher-level administrative, operational, or leadership responsibilities.

We're interested in finding someone who wants to grow with us.

Schedule

This is a full-time, in-person position.

Monday through Friday
8:00 AM–4:30 PM
30-minute unpaid lunch break

Applicants should be able to consistently work this schedule.

Paid Time Off

The position includes 120 hours (three weeks) of paid time off annually with two weeks pre-determined.

The PTO schedule includes:

• The week of New Year’s Day
• The week of or leading up to July 4 (Notice will be provided 6-12 months in advance regarding which week this will be.)
• One additional week that is flexible with advance request and approval

Approved time off or sick time beyond those 120 hours is unpaid.

Please consider whether this PTO structure works for you before applying.

About Vital You Functional Medicine

Vital You Functional Medicine is an in-person and online functional medicine practice based in Annapolis, Maryland.

We believe people deserve to feel heard and supported in their healthcare. Our approach emphasizes personalized, evidence-based care and creating genuine connections with the people we serve.

That experience begins long before a patient sits down with a provider.

Our Administrative Assistant plays an important role in making every interaction with our practice feel professional, organized, responsive, and welcoming.

How to Apply

If this sounds like the kind of environment where you would do your best work, we'd love to learn more about you.

Please submit your résumé and complete our applicant questionnaire below. We ask thoughtful questions because we're looking for more than a résumé—we want to understand how you communicate, solve problems, organize your work, and approach being part of a small team. We also know that only serious applicants will complete the questionnaire, so everyone who thoughtfully and thoroughly completes the questionnaire will be given serious consideration for this position

We value specific and candid answers more than answers you think we want to hear.

Questionnaire:

We look forward to hearing from you!

Vital You Functional Medicine is a functional medicine and integrative cancer care clinic that serves patients who are seeking personalized specialty care. We are committed to a culture of clinical excellence, respect, and innovation through collaborative practice with all members of the patient care team. Our office is modern, warm and quiet making it a positive and supportive work environment.

Company Description

Vital You Functional Medicine is a functional medicine and integrative cancer care clinic that serves patients who are seeking personalized specialty care. We are committed to a culture of clinical excellence, respect, and innovation through collaborative practice with all members of the patient care team. Our office is modern, warm and quiet making it a positive and supportive work environment.