Executive Assistant to a Dr. of Physical Therapy

Are you a highly organized, proactive superstar who thrives in a warm, positive, and professional environment? Do you love supporting someone who genuinely transforms lives—helping people escape chronic pain, regain mobility, and return to the activities they love?

We're Anderson Sport & Wellness Physical Therapy, a premier holistic, out-of-network specialist practice in beautiful Newport Beach, CA. Led by Dr. Nicole Anderson (Doctor of Physical Therapy), our team uses cutting-edge technology and specialized expertise to deliver life-changing care. Every day, we see patients go from disabled or in severe pain to active, pain-free, and thriving—often avoiding surgery or long-term medications.

We’re a tight-knit, energetic, and kindness-first team that prioritizes work-life balance, mutual respect, and having fun while making a meaningful impact. Our management truly values your well-being, encourages flexibility, and celebrates good vibes and great results.

About the Role We’re looking for an exceptional Executive Assistant (part-time, 15–20 hours/week) to be Dr. Anderson’s right hand—keeping everything running smoothly so she can focus on patient care and innovation.

This is more than admin support—it’s a key role in a purpose-driven practice where your organization and proactive mindset directly help people reclaim their lives.

What You’ll Do (Key Responsibilities)

• Masterfully manage Dr. Anderson’s calendar: Schedule appointments, meetings, consultations, and professional events while juggling priorities and optimizing her time.
• Be the warm, empathetic bridge between Dr. Anderson and patients: Handle inquiries, coordinate follow-ups, and communicate clearly and kindly.
• Provide top-tier administrative support: Manage emails, phone calls, prepare reports/correspondence, organize medical records, and keep everything confidential and HIPAA-compliant.
• Coordinate meetings & events: Prepare agendas, materials (charts, research summaries), take stellar notes, and handle logistics.
• Plan travel & professional engagements: Book flights, hotels, and itineraries for conferences, seminars, and more.
• Keep the office humming: Manage supplies, coordinate with vendors, and collaborate with our friendly team for seamless operations.
• Support billing (easy mode!): Assist with superbill creation/distribution for out-of-network reimbursements—no complex insurance billing required.
• Tackle ad hoc projects: Research, prepare presentations, or jump in on special initiatives with enthusiasm.

Who We’re Looking For

• 1+ years of experience as an Executive Assistant or Administrative Assistant (healthcare/medical setting is a big plus, but not required).
• Bachelor’s degree or equivalent experience.
• Outstanding organizational and time-management superpowers.
• Excellent written and verbal communication—professional yet approachable.
• Proficient in Microsoft Office (Word, Excel, PowerPoint, Outlook); familiarity with EMR systems is a bonus.
• Detail-oriented, proactive, adaptable, discreet, and able to thrive independently or collaboratively in a fast-paced (but fun!) setting.
• Bonus: Knowledge of medical terminology or healthcare processes.
• Most importantly: A positive attitude, growth mindset, and passion for making a real difference in people’s lives.

What We Offer

• Part-time flexibility: 15–20 hours/week at our Newport Beach clinic—create a schedule that works beautifully for your life.
• Competitive pay: $30–$55 per hour, depending on experience (we value top talent and reward it!).
• A fun, friendly, professional, and kind workplace with supportive leadership that genuinely prioritizes work-life balance.
• The chance to be part of an uplifting team that changes lives every day.
• A beautiful location in coastal Newport Beach—great energy and vibes!

Our Simple, Fair Interview Process We’re an equal opportunity employer committed to finding detail-oriented, growth-minded people who want to contribute to something meaningful.

Expect:

• A couple friendly conversations to get to know each other.
• Pre-hire assessments to showcase your office software skills, attention to detail, and ability to follow instructions.

If you’re excited to support an inspiring leader, work in a positive environment, and help people live better lives—apply today!

We can’t wait to meet you.

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