Administrative & Executive Personal Assistant

Overview

Hasan Health Holistic is seeking a highly organized, proactive, and detail-oriented Administrative & Executive Personal Assistant to support daily clinic operations and executive-level initiatives. This role blends administrative coordination, patient intake management, operational support, and executive assistance for different projects led by the CEO.

• Administrative/Clinic Operations (Primary Focus)
• Executive Support & Special Projects (Ongoing)
• Systems & Process Development (Growth Area)

The ideal candidate thrives in a fast-paced environment, is systems-oriented, and can seamlessly shift between structured administrative tasks and dynamic executive projects. This individual will play a key role in enhancing clinic efficiency, improving client experience, and supporting organizational growth.

Responsibilities

• Manage front desk operations and serve as the first point of contact for clients
• Maintain scheduling systems, confirmations, and follow-ups
• Manage office operations by overseeing filing systems, data entry, inventory management, and supply procurement to maintain an organized workspace
• Support clinic flow to ensure smooth day-to-day operations
• Handle client communications via phone, email, and in-person interactions
• Create and maintain operational manuals, SOPs, and internal documentation
• Develop and manage Excel trackers, dashboards, and reporting tools
• Assist in policy document creation, revision, and organization
• Identify inefficiencies and recommend improvements to workflows and systems
• Coordinate projects and events from planning stages through execution, ensuring deadlines are met and all logistics are handled efficiently
• Handle correspondence via phone, email, and in-person interactions with professionalism and excellent phone etiquette
• Assist with bookkeeping tasks using QuickBooks, including invoicing, expense tracking, and basic financial recordkeeping
• Prepare documents through proofreading, transcription, and document formatting to ensure accuracy and clarity
• Support front desk duties such as greeting visitors, answering multi-line phone systems, and directing inquiries with exceptional customer service skills

Marketing & Social Media Support

• Assist with managing and scheduling social media content
• Support content creation, basic design coordination, and posting
• Help maintain brand consistency across platforms
• Assist with promotional initiatives and clinic visibility efforts
• Skills
• Proven experience in office management, administrative support, or personal assistant roles with strong organizational skills
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint), Google Workspace applications, and data entry software
• Familiarity with QuickBooks for bookkeeping and basic financial tasks
• Excellent typing speed combined with strong proofreading and transcription abilities
• Ability to coordinate multiple projects simultaneously while maintaining attention to detail
• Strong communication skills with professional phone etiquette and customer service orientation
• Experience managing calendars using Microsoft Outlook Calendar or similar tools for scheduling appointments and meetings
• Knowledge of office equipment operation such as multi-line phone systems, fax machines, and office printers
• Familiarity with electronic signature platforms like DocuSign for document signing processes
• Demonstrated ability to handle clerical tasks such as filing, data entry, and maintaining organized records efficientlyJoin us in a role that combines energetic support with meticulous organization! We value proactive individuals who thrive in fast-paced environments and are eager to contribute their administrative expertise. This paid position offers an engaging opportunity to develop your skills while supporting a vibrant team dedicated to excellence.

Pay: $12.00 - $15.00 per hour

Benefits:

• Flexible schedule
• Paid time off

Work Location: In person