Executive Assistant and Practice Operations Coordinator - Contract

Job Description

Job Description

Location: New York, NY
Schedule: Temporary/Contract | 3–5 days per week
Practice Type: Private, clinician-owned aesthetic medical practice

We are seeking a highly organized, experienced, and proactive Executive Assistant & Practice Operations Coordinator to work closely with the owner and lead clinician of a private aesthetic medical practice in New York City.

This is a unique hybrid role for someone who understands both the clinical and business sides of a private practice . The ideal candidate has experience in dermatology, plastic surgery, aesthetics, or a similar medical environment and is equally comfortable managing patients and staff as they are handling business operations, financial administration, reporting, marketing coordination, and special projects.

The position will initially be temporary for approximately six weeks, 3–5 days per week .

About the Role

The Executive Assistant & Practice Operations Coordinator will serve as a trusted right hand to the practice owner, supporting both her clinical responsibilities and the business operations behind the practice.

A significant component of this role will be ensuring that the day-to-day business infrastructure of the practice continues to operate smoothly , including financial administration, payroll coordination, bookkeeping, reporting, marketing, business development, and operational projects.

This person should be someone who can step into an established practice, quickly understand how the business operates, keep important items moving without constant direction, and identify what needs attention before it becomes a problem.

This is a hands-on role that requires strong judgment, discretion, organization, and the ability to move seamlessly between executive support, practice operations, staff and patient matters, and business projects.

Key Responsibilities

Executive Support

• Provide high-level administrative and organizational support to the practice owner and lead clinician
• Anticipate needs and proactively manage follow-ups and outstanding items
• Coordinate communications with internal team members, vendors, consultants, and outside partners
• Prepare information, reports, and materials needed for meetings and business decisions
• Handle confidential and sensitive information with a high level of discretion
• Serve as a trusted liaison between the owner and the practice team

Business Operations & Administration

• Maintain continuity of the practice's day-to-day business operations
• Track important deadlines, recurring responsibilities, payments, renewals, and administrative tasks
• Coordinate with external accountants, bookkeepers, payroll providers, benefits providers, and other business partners
• Assist with bookkeeping and financial administration
• Review and organize financial information and ensure important items are followed through
• Coordinate payroll and related administrative processes
• Assist with accounts payable, expense tracking, and financial documentation
• Prepare and maintain monthly business and operational reports
• Help monitor revenue, expenses, collections, payroll, COGS, and other key business metrics
• Identify discrepancies, outstanding items, or areas requiring the owner's attention
• Maintain organized business records and operational documentation

Business Development & Growth

• Support the owner with ongoing business development and growth initiatives
• Help track projects related to practice expansion, revenue growth, partnerships, and new opportunities
• Research vendors, partnerships, platforms, and business opportunities as needed
• Help implement new systems, programs, and operational initiatives
• Maintain project timelines and ensure follow-through across multiple stakeholders
• Assist with scaling systems and processes as the practice continues to grow

Marketing & Social Media

• Coordinate ongoing marketing initiatives and calendars
• Assist with social media planning, scheduling, and content coordination
• Coordinate with outside marketing, PR, social media, creative, and other vendors
• Help organize photoshoots, events, partnerships, campaigns, and special projects
• Track marketing initiatives and deadlines
• Assist with email marketing, newsletters, promotional communications, and other patient-facing initiatives
• Help ensure marketing projects move forward on schedule and align with the owner's priorities

Staff & Practice Management

• Assist with day-to-day staff coordination and management
• Help oversee schedules, coverage, time off, and operational needs
• Support staff communication and accountability
• Assist with onboarding, training, meetings, and internal processes
• Help ensure established workflows and standards are followed
• Identify operational issues and bring solutions to the owner
• Serve as a resource and point of contact for staff when appropriate

Patient Experience

• Support the practice's high-touch, concierge approach to patient care
• Assist with complex or escalated patient matters
• Coordinate patient scheduling and provider availability when needed
• Communicate with patients professionally and discreetly
• Help ensure patient concerns are addressed promptly and appropriately
• Understand the expectations and discretion required when working with a private, high-end medical practice

Qualifications

Required

• Previous experience in dermatology, plastic surgery, medical aesthetics, or a similar private medical practice
• Demonstrated experience with staff management, patient management, or both
• Strong understanding of the operations of a medical practice
• Exceptional organizational and follow-through skills
• Strong written and verbal communication
• Ability to manage confidential information with discretion
• Comfortable working independently and taking ownership of responsibilities
• Strong attention to detail and ability to manage multiple priorities simultaneously
• Proficiency with standard business and office technology

Strongly Preferred

• Previous experience supporting a practice owner, physician, clinician, executive, or business owner
• Experience with bookkeeping, financial administration, payroll, or accounting coordination
• Experience with QuickBooks or similar accounting software
• Experience preparing or maintaining business reports
• Experience with marketing, social media, email marketing, or business development
• Experience coordinating outside vendors and consultants
• Experience in a concierge, luxury, boutique, or high-touch medical environment

The Ideal Candidate
The right person is not simply an administrative assistant . We are looking for someone who can function as a true operational partner to the owner.

You are someone who:

• Understands the unique environment of a private medical practice
• Can speak comfortably with clinicians, staff, patients, vendors, and business partners
• Is highly organized but also comfortable operating in a dynamic environment
• Can manage details without losing sight of the bigger picture
• Takes initiative rather than waiting to be told what to do
• Can look at an unfinished task and instinctively understand what needs to happen next
• Is comfortable working with numbers, financial information, reports, and business administration
• Can manage multiple projects simultaneously and keep them moving
• Has excellent judgment and knows when to independently solve something versus bring it to the owner
• Is polished, professional, discreet, and personable
• Understands that in a small private practice, everyone plays an important role in keeping the business moving

This is an opportunity to work closely with the owner of an established, growing private aesthetic medical practice and have meaningful involvement across clinical operations, business management, patient experience, marketing, and growth.

Compensation: Commensurate with experience.