Personal Assistant - Project Manager

Job Description

Job Description

Personal Assistant - Project Manager
Reports to: Clinic Director
Location: Lenahan Chiropractic, South Amboy, NJ
Employment Type: Full-Time, On-Site

Position Overview
We are seeking a highly organized, detail-oriented, and proactive Personal Assistant & Project Manager to directly support the Clinic Director of a busy chiropractic practice. This dual-role position is responsible for managing daily operations, overseeing staff, monitoring and reporting practice statistics, delegating and tracking tasks, and ensuring the smooth and efficient running of the practice-particularly in the Clinic Director's absence.

The successful candidate must be skilled in project management software such as Milanote and/or Trello and comfortable implementing systems that ensure accountability and measurable results.

Key Responsibilities
Executive & Personal Support to Clinic Director

• Act as the primary point of contact for the Clinic Director, handling priorities, schedules, and follow-up tasks.
• Translate directives from the Clinic Director into actionable assignments for staff.
• Provide regular updates and reports on progress, deadlines, and outcomes.
• Anticipate the Clinic Director's needs and proactively resolve issues before escalation.
  

Project & Task Management

• Develop and manage project boards in Milanote or Trello to track clinic operations, marketing campaigns, and administrative projects.
• Assign tasks to staff members (chiropractors, acupuncturist, outreach assistant, lead CA, biller, office manager) and monitor progress.
• Ensure deadlines are met and follow up on incomplete or pending tasks.
• Create timelines, workflows, and accountability systems to support efficiency.
  

Operational Oversight & Statistics Management

• Oversee daily operations to ensure smooth clinic flow and patient satisfaction.
• Monitor, compile, and report on key practice statistics (patient visits, new patient numbers, financial KPIs, outreach metrics, etc.).
• Ensure accurate and timely reporting from all staff positions.
• Step in as the operational lead when the Clinic Director is unavailable.

Team Communication & Leadership

• Facilitate clear communication between the Clinic Director and staff.
• Hold staff accountable for responsibilities while fostering a positive work environment.
• Identify workflow bottlenecks and implement solutions.
• Support the Office Manager in daily execution while providing higher-level oversight.

Qualifications

• Full-time, in-office in South Amboy, NJ (no remote)
• Bachelor's degree in Business Administration, Healthcare Management, or related field preferred.
• 3+ years of experience in project management, operations, or executive support (healthcare setting a plus).
• Proficiency in Milanote and/or Trello with demonstrated project management experience.
• Strong leadership and organizational skills with ability to manage multiple priorities.
• Excellent written and verbal communication skills.
• Proficiency in Microsoft Office and data tracking/reporting tools.
• Ability to maintain discretion, professionalism, and confidentiality.

Core Competencies

• Leadership: Inspires accountability and follow-through.
• Data-Driven: Tracks, analyzes, and reports key practice statistics.
• Problem-Solving: Anticipates issues and provides solutions.
• Time Management: Efficiently organizes and prioritizes tasks.
• Detail-Oriented: Monitors deadlines and ensures quality results.
• Adaptability: Thrives in a fast-paced, patient-focused environment.

Compensation & Benefits

• Competitive salary starting at $60,000/year , commensurate with experience
• Paid time off (PTO)
• Complimentary chiropractic care
• Professional development opportunities

How to Apply (Read Carefully)

To show you follow directions and pay attention to detail, complete all steps:

• Email your resume + a brief note on why you're the ideal Office Manager / Team Lead (Super CA) to [email protected]. Include 2 professional and 2 personal references.