Medical Office Administrator

About Us

All-in Medical Center and All-in Medical Spa are growing, physician-owned practices led by Dr. Elizabeth Grigoryan, focused on providing exceptional patient care, wellness, and aesthetic services in a professional yet warm environment.

We are looking for a highly organized, proactive, and dependable Medical Office Manager / Executive Assistant who can help oversee daily operations, support executive tasks, assist with marketing initiatives, and step into clinical/front office support roles when needed.

This is an ideal role for someone who thrives in a fast-paced environment, enjoys multitasking, and wants to grow with a modern medical and aesthetic practice.

Position Overview

This role combines office management, executive assistance, operations coordination, marketing support, and occasional front/back office medical support. The ideal candidate is resourceful, detail-oriented, professional, tech-savvy, and able to anticipate needs before they arise.

You will work directly with the physician-owner to help keep both the medical center and med spa running efficiently.

ResponsibilitiesOffice & Operations Management

• Oversee day-to-day operations of the medical center and med spa
• Manage provider and staff schedules
• Coordinate meetings, calendars, and appointments
• Help improve workflow efficiency and office organization
• Ensure smooth communication between front office, back office, and management
• Monitor office needs and troubleshoot operational issues

Executive Assistant Duties

• Assist physician-owner with administrative and personal business tasks
• Organize emails, documents, reminders, and follow-ups
• Coordinate vendors, service providers, and business-related appointments
• Track important deadlines, tasks, and ongoing projects
• Assist with travel arrangements and event coordination when needed

Financial & Inventory Management

• Manage office and spa supply inventory
• Order medical, office, and spa supplies
• Track invoices, payments, subscriptions, and vendor accounts
• Help oversee billing coordination and payment collection processes
• Maintain organized records and reports

Marketing & Growth Support

• Assist with social media coordination and content organization
• Help coordinate marketing campaigns, promotions, events, and patient outreach
• Work with content creators/marketing teams on scheduling and execution
• Assist with patient reviews, engagement, and brand presence
• Support growth initiatives for both businesses

Front Office & Clinical Support

• Step in to answer phones and assist patients when needed
• Help with patient scheduling and front desk coverage
• Verify smooth patient flow during busy hours
• Assist with obtaining vitals and rooming patients if necessary
• Support team members during staff shortages or high-volume days

Qualifications

• Previous experience in medical office management, healthcare administration, executive assistance, or med spa operations preferred
• Strong organizational and multitasking skills
• Excellent communication and leadership abilities
• Comfortable in a fast-paced, high-responsibility environment
• Professional appearance and demeanor
• Tech-savvy and comfortable learning new systems/software
• Experience with scheduling systems, EMRs, and office platforms preferred
• Social media or marketing experience is a plus
• Ability to maintain confidentiality and professionalism
• Medical assistant experience or willingness to assist clinically is highly preferred

Ideal Candidate Traits

• Self-starter who takes initiative
• Problem-solver with strong attention to detail
• Calm under pressure
• Loyal, dependable, and trustworthy
• Positive attitude and team-oriented mindset
• Passionate about healthcare, aesthetics, wellness, and business growth

Compensation & Benefits

• Competitive salary based on experience
• Growth opportunities within expanding practices
• Supportive and collaborative environment
• Employee discounts on services and treatments
• Potential bonuses based on performance

How to Apply

Please send your:

• Resume
• Brief introduction about yourself
• Relevant experience
• Any social media/marketing experience (if applicable)

Pay: $25.07 - $30.19 per hour

Benefits:

• Flexible schedule
• Free parking
• Paid time off

Education:

• High school or equivalent (Required)

Language:

• Armenian or Spanish (Preferred)

License/Certification:

• Certified Medical Assistant (Preferred)

Work Location: In person