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.