Personal Assistant

We are looking for someone who wants this kind of work — not someone who will tolerate it while waiting for something else. The personal-support side is real, and it is half the job.

Personal assistant responsibilities:

• Keep the Executive's desk and workspace organized — nothing lost, nothing buried.
• Coffee and the small routines that make a clinic day run. This is part of the job and we say so plainly.
• Hold the Executive's calendar alongside the Office Manager: know what is coming and prepare what the Executive needs before it's asked for.
• Track what the Executive has committed to, send reminders, and follow things up so they do not go quiet.
• Sit with the Executive when documents need signing, and stay until they are signed rather than leaving a pile.

• Organize personal mail, correspondence, bills and household paperwork.
• Sort and prioritize incoming mail, and flag anything needing the Executive's review or action.
• Maintain an organized filing and tracking system for personal documents, bills, deadlines and follow-ups.
• Coordinate personal appointments, reminders, errands and family schedules.
• Make sure important personal tasks, payments, appointments and deadlines are not missed.
• Handle all personal and family matters with discretion, professionalism and confidentiality.
• Other reasonable personal-assistance duties as assigned.
• Call patients to schedule, confirm, reschedule and follow up on appointments.
• Run appointment reminder and recall calls.
• Fill cancellations and open slots through timely patient outreach.
• Keep accurate documentation of calls, outcomes and follow-up needs.
• Schedule accurately according to provider availability and clinic procedure.

• Answer telephone calls and respond to patient questions professionally.
• Greet and check in patients when front-desk coverage is needed.
• Confirm and update patient demographics, contact details and insurance information.
• Raise scheduling concerns and patient needs with providers, medical assistants and management.
• Protect patient privacy in line with the Health Insurance Portability and Accountability Act (HIPAA) and clinic confidentiality requirements.
• Other front-desk and administrative tasks as assigned.

Requirements: valid California driver's license
· safe driving record
· reliable, insured vehicle suitable for carrying passengers
· willingness to drive between the clinic, the Executive's residence, family residences and other approved local destinations.

• Transport the Executive's mother between the clinic and her residence, roughly twice a week.
• Transport the Executive's daughter home, roughly once a week.
• Other prearranged local transportation as it arises.

Mileage/gas pay: personal-vehicle use for approved company driving is reimbursed at the current IRS standard business mileage rate (76¢/mile as of July 2026, updated as the IRS rate changes), covering gas, wear and insurance. Mileage is logged and submitted per pay period. Use of a designated company vehicle, where provided, is handled per company policy in lieu of mileage reimbursement.

The employee maintains appropriate professional boundaries and may not sign documents, make financial decisions, access financial accounts, or issue payments on the Executive's behalf unless separately authorized in writing. All patient, personal, family and financial information stays strictly confidential.

This role does not include:

• Housekeeping or cleaning. Separate help handles that — you organize papers and work spaces, not floors.
• Childcare or personal care.
• Clinical or billing decisions.

Character is the qualification here. Skills we can teach; the following we cannot.

Discretion, without exception. You will see personal correspondence, household matters, family schedules and confidential patient information. Nothing you see or hear leaves the room, ever — including with colleagues. This is the single most important requirement of the role.

You are genuinely willing to do the small things. Coffee, tidying a desk, an errand across town. If any part of that reads as beneath you,…