Right Hand to the Director of Operations (Clinic Operations Assistant)

You’re not just organized — you orchestrate.
We’re a fast-growing, women-led functional medicine clinic committed to transforming lives with precision, purpose, and heart. Our Director of Operations (DOO) is a powerhouse with deep experience in systems, strategy, and entrepreneurship — but the weight of day-to-day administration is slowing down the strategic momentum we’re building.

That’s where you come in.

This is a rare opportunity to step in as the Right Hand to the DOO — a mix of executive assistant, operational ninja, and low-drama powerhouse — to help take our systems, our team, and our patient experience to the next level.

This Role is for Someone Who:

• Thinks three steps ahead and anticipates what’s needed before it’s said
• Is energized by organizing, refining, and elevating systems — and can finish what’s started
• Takes ownership like a founder, but shows up with the humility of a teammate
• Balances details and big-picture thinking with ease
• Communicates kindly, clearly, and consistently — even under pressure
• Wants to build something meaningful alongside a strong female leader
• Has a bias for action and execution — no handholding required but always willing to learn and grow

The Work You’ll Be Doing

• Support the DOO daily with administrative + operational needs
• Manage inboxes, calendars, meeting prep, follow-ups, and communications
• Refine and manage systems across Google Workspace, SharePoint, Asana, and ActiveCampaign
• Draft, edit, and polish SOPs and technical documentation with precision and clarity
• Track and drive action items, projects, and clinic improvements to the finish line
• Handle clinic logistics (inventory systems, vendor communication, CRM automations, onboarding tools, etc.)
• Collaborate to make sure nothing falls through the cracks
• Be a second set of eyes and ears — keeping the DOO on track, hydrated, and ideally on a walk once in a while

Must-Have Skills & Traits

• Critical thinking: You analyze before you act. You know when to zoom in on details and when to ask, “What’s the bigger picture here?”
• Project management: You’ve led projects from start to finish, navigating tasks, timelines, owners, and unknowns. You can work inside Asana (or similar tools) with confidence.
• Technical writing: You can turn messy notes or rough ideas into clean, clear SOPs and documentation others can actually follow.
• Executive support: You understand how to work alongside a high-functioning leader with grace, confidence, and respect.
• Digital fluency: You’ve used tools like Google Workspace, Microsoft 365, SharePoint, Zoom, Loom, ActiveCampaign, Asana, and similar — or you can learn fast.

Bonus Points If You:

• Have supported a founder, entrepreneur, or executive before
• Have experience in healthcare, wellness, or functional medicine
• Love building and refining systems that make operations smoother for everyone
• See being someone’s “right hand” as an honor, not a stepping stone

The Vibe Here

We are warm, professional, and kind — but we’re here to get things DONE. We believe in high standards without ego, purpose-driven work without burnout, and collaboration without drama.

If you’re someone who thrives in fast-paced environments, loves bringing order to chaos, and lights up at the thought of helping a visionary leader stay in her genius zone — this could be a beautiful fit.

We take our mission seriously, but we have fun doing it. We serve with integrity, we care deeply about our patients, and we show up every day as our best selves.

Ready to Apply?

Send us:

• A thoughtful message that shares why this speaks to you
• A résumé that showcases your experience (bonus points for past roles supporting leadership, PM experience, or SOP writing)
• Anything else that helps us get a feel for how you work