Personal Assistant / Patient Services Coordinator

About This Role

Schedule

• Full-time schedule based on clinic coverage and personal-assistance needs.
• Assigned across Monterey Park and Rowland Heights depending on scheduling and coverage needs.
• Includes executive support work, patient scheduling responsibilities, front-desk coverage, and prearranged local transportation.

Executive And Personal Support Duties

• Keep the Executive's desk and workspace organised so nothing is lost, buried, or left unaddressed.
• Support coffee service and the small routines that help a clinic day run smoothly.
• Hold the Executive's calendar alongside the Office Manager and prepare what is needed before it is requested.
• Track commitments, send reminders, and follow up so important matters do not go quiet.
• Sit with the Executive when documents need signing and stay until items are completed.
• Organise personal mail, correspondence, bills, and household paperwork.
• Sort and prioritise incoming mail, flagging items that need review or action.
• Maintain organised filing and tracking systems for personal documents, bills, deadlines, and follow-ups.
• Coordinate personal appointments, reminders, errands, and family schedules.
• Ensure important personal tasks, payments, appointments, and deadlines are not missed.
• Handle all personal and family matters with discretion, professionalism, and confidentiality.
• Take on other reasonable personal-assistance duties as assigned.

Patient Services And Front-Desk Duties

• 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 procedures.
• 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 HIPAA and clinic confidentiality requirements.
• Assist with other front-desk and administrative tasks as assigned.

Driving And Transportation Expectations

• Maintain a valid California driver's license, safe driving record, and reliable insured vehicle suitable for carrying passengers.
• Be willing 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.
• Handle other prearranged local transportation as needed.
• Approved personal-vehicle use for company driving is reimbursed at the current IRS standard business mileage rate, with mileage logged and submitted each pay period.

Requirements

• Previous personal-assistant, administrative, medical front-desk, or customer-service experience preferred.
• Strong organisational, time-management, and follow-up skills.
• Professional and respectful communication.
• Able to handle both personal and medical information with strict confidentiality.
• Comfortable working independently with minimal supervision.
• Reliable, punctual, and able to adjust to changing priorities.
• Basic computer skills and willingness to learn the clinic's electronic medical record, scheduling, and telephone systems.
• Valid California driver's license, safe driving record, and reliable insured vehicle.
• Bilingual English and Mandarin or Cantonese.
• Experience working with elderly individuals or providing family transportation is preferred.
• Prior experience supporting a physician, business owner, or founder directly is preferred.
• Medical office experience is preferred.

Role Boundaries

• This role does not include housekeeping or cleaning; the focus is organising papers, workspaces, schedules, and logistics rather than cleaning floors.
• This role does not include childcare or personal care.
• This role does not include clinical or billing decisions.
• The employee may not sign documents, make financial decisions, access financial accounts, or issue payments on the Executive's behalf unless separately authorised in writing.
• All patient, personal, family, and financial information must remain strictly confidential.

What Success Looks Like

• By day 30: you know the Executive's calendar, standing commitments, and preferences without asking; the desk and files are organised on a system you can explain; and you are making patient scheduling and reminder calls independently.
• By day 60: you are surfacing documents that need signing, flagging conflicts early, following up on items that have gone quiet, and keeping mail and bills organised on a predictable rhythm at both the clinic and the Executive's residence.
• By day 90: the Executive is handing you things without needing to think about it first. That level of trust is the real measure of this role.

Long-Term Opportunity

This is a role that grows with trust. As the right person takes on more responsibility, both the scope and compensation can grow with it, creating a long-term seat close to the centre of an expanding business.