Job Title: Personal Assistant to Manager and Physician owner of a busy medical practice.
Reports To: Manager & Physician Owner
Location: Grace Internal Medicine – Simpsonville, SC
Employment Type: Full-Time
Position Summary
We’re seeking a proactive, detail-obsessed Personal Assistant who can capture and structure “brain dumps,” translate them into clear, actionable plans for Manager and keep both leaders perfectly in sync. You’ll own calendar orchestration, meeting preparation and follow-through, social media and blog posting, and day‑to‑day administrative tasks. You anticipate needs, simplify complexity, and make sure the right things happen at the right time.
Key Responsibilities
1) Executive Support & “Brain Dump” Translation
- Capture ideas (voice notes, quick emails, hallway requests) and convert them into organized briefs, tasks, timelines, and owner assignments.
- Draft concise summaries and clear, prioritized action lists with due dates and dependencies.
- Keep shared trackers updated; close the loop with reminders and status nudges.
2) Calendar & Scheduling
- Synchronize calendars for Manager & Physician owner coordinate patient care windows, manager/provider check-ins, vendor calls, and standing meetings.
- Prevent conflicts, build buffers, and ensure agenda readiness for each event.
- Arrange travel and logistics when needed.
3) Meeting Preparation & Follow‑Through
- Build agendas with objectives, materials, and timeboxes.
- Facilitate or take notes; summarize decisions, owners, deadlines, and risks.
- Distribute minutes within 24 hours; track and report completion of action items.
4) Communications & Social Media / Blog
- Draft and post to social media (clinic updates, patient education, announcements) per brand voice and schedule.
- Coordinate blog posts: outline topics, draft content, request reviews, and publish on a cadence.
- Light graphics/captions; basic engagement monitoring and reply routing.
5) Inbox & Information Management
- Email & inbox management for both leaders: triage, flag priorities, draft responses, and file appropriately.
- Maintain tidy file organization (cloud folders, naming conventions, version control).
6) Research & Operations Support
- Execute targeted research (vendors, tools, policy references, event options) and deliver brief summaries with recommendations.
- Data entry and basic spreadsheet upkeep for trackers, metrics, and project lists.
- Provide customer support overflow: route messages, prep responses, and escalate when needed.
Required Qualifications
- 3+ years as a Personal/Executive Assistant (healthcare setting preferred).
- Expertise with Microsoft 365 (Outlook, Teams, OneNote, Word, Excel, PowerPoint; SharePoint/OneDrive).
- Proven ability to translate unstructured ideas into structured plans.
- Strong writing skills; clear, concise summaries and professional tone.
- High discretion, reliability, and calm under pressure; impeccable follow‑through.
Preferred Skills
- Social media scheduling tools (e.g., Meta Business Suite, Buffer/Hootsuite).
- Light content creation (basic Canva or PowerPoint for visuals).
- Familiarity with clinic workflows and patient‑facing etiquette.
Core Competencies
- Anticipation & Initiative: Spots needs early; proposes solutions before being asked.
- Organization & Time Management: Manages multiple streams, deadlines, and dependencies.
- Communication: Clear, courteous, and concise—up, down, and across the team.
- Confidentiality & Professionalism: Protects sensitive patient and business information.
- Service Mindset: Reflects the clinic’s culture of respectful elegance and dignity in every interaction.
Key Performance Indicators (KPIs)
- 95%+ on‑time delivery of agendas, summaries, and action lists.
- Calendar conflict rate < 2% per month; meeting readiness score ≥ 9/10 (leader feedback).
- Inbox triage: priority items addressed within same business day.
- Social media/blog cadence met (e.g., 2–4 posts/week; 2 blog posts/month).
- Action item completion rate ≥ 90% within target dates.
Job Types: Part-time, Contract
Expected hours: 12.0 – 20.0 per week
Work Location: Remote
