Assistant Office Manager (Primary Care - Concierge Medicine)

Location: San Francisco ( Laurel Heights area - we will be moving offices in February 2027 to the Presidio area )

Schedule: Full-time, Monday–Friday, 40 hours per week, excluding lunch, during traditional business hours.

Compensation: Nonexempt $41.63-$45.09/hour based on experience (Roughly $86,590-$93,787/year)

Who are we?

Private Medical has spent the last 20 years creating a new category of concierge medicine - private medicine - by designing a system that honors the relationship between patients, physicians, and each member of the care team. Based in California, New York, and Florida, our physician-led teams work in concert with our Gynecologists, Naturopathic Medicine Doctors, curated local specialists, elite medical centers, and specialists around the world, to provide relationship focused, evidence-based, longitudinal care to our members and their families. Private Medical is, by design, privately held and free from any conflicts of interests.

Ready to take the next step in your healthcare administration career?

This is exciting opportunity to build on your experience, take ownership of day-to-day operations, and develop your leadership skills with guidance and mentorship from our Senior Operations Manager at our San Francisco office. You’ll play a key role in keeping the office running smoothly, supporting the team, solving problems, and finding ways to improve how we work. Along the way, you’ll gain hands-on experience in healthcare operations, build confidence in your decision-making, and develop the skills to grow into future leadership opportunities. The role does not include formal people-management responsibilities.

About you

• Education: High School Diploma or GED, Bachelors preferred
• Years of Experience: At least three (3) years of experience in office operations, healthcare practice operations, hospitality, administrative coordination, or a related environment.
• Strong organizational skills and reliable follow-through across multiple competing priorities.
• Ability to triage issues, distinguish urgency from importance, and escalate appropriately.
• Clear, professional verbal and written communication.
• Sound judgment, discretion, and comfort handling sensitive operational information.
• Ability to work effectively in a primarily onsite, high-service environment.
• Comfort learning and using scheduling, timekeeping, communication, and office-management systems.

What will you be doing in this role?

Daily site operations and triage

• Serve as a visible, reliable point of contact for routine operational questions and office needs.
• Triage issues, determine the appropriate owner, and drive follow-through to resolution.
• Identify recurring operational problems and bring clear recommendations to the Operations Manager.
• Help maintain a calm, organized, professional office environment.
• Conduct routine on-floor checks to identify workflow, service, supply, or facility issues early.

Office logistics and facilities

• Coordinate office supplies, ordering, inventory, parking passes, equipment needs, and routine facilities requests.
• Coordinate vendors and follow up on open facilities or service issues.
• Support office events, team meetings, lunch-and-learns, onboarding logistics, and other site activities.
• Maintain practical systems, calendars, trackers, and documentation that help the office run consistently.

Operations Manager support and coverage

• Provide administrative and operational support to the Operations Manager.
• Prepare information, status updates, and issue summaries so decisions can be made efficiently.
• Serve as the backup operational point of contact when the Operations Manager is unavailable.
• Support continuity during leadership transitions, planned absences, and periods of increased operational demand.
• Escalate sensitive, complex, or high-impact issues promptly and with appropriate context.

Staffing, PTO, and timekeeping support

• Review schedules, PTO requests, and timekeeping information for missing information, inconsistencies, or red flags.
• Prepare clear exceptions and questions for the Operations Manager to review.
• Help maintain accurate coverage information and escalate staffing risks early.
• Support communication and follow-through when coverage changes are made.
• Coordinate with HR and Operations when an issue requires formal guidance or intervention.

Communication and cross-functional partnership

• Partner closely with the Operations Manager, Regional Nurse Manager, physicians, clinical staff, PCAs, HR, Finance, IT, and Central Operations.
• Communicate operational updates clearly and close the loop on action items.
• Help ensure that decisions, ownership, and next steps are understood by the right people.
• Reinforce consistent office workflows without stepping into clinical judgment or clinical decision-making.

Role boundaries

• This role does not have direct reports.
• The Assistant Office Manager does not i ndependently approve PTO, make attendance or performance decisions, administer discipline, or make final employee-relations determinations.
• The Operations Manager retains accountability for performance management, attendance management, formal coaching, employee relations, staffing decisions, and site-level operational outcomes.
• The Assistant Office Manager may coordinate work and influence execution but does not independently issue formal performance feedback or take corrective action.
• Clinical decisions remain with the appropriate licensed clinical leaders and physicians.
• The role should escalate issues involving safety, compliance, patient care, employee relations, significant attendance concerns, or material financial impact.

Success in This Role

• Proactive Operations: Anticipates and resolves or escalates office and site needs.
• Reliable Coordination: Manages facilities, supplies, meetings, events, and site responsibilities efficiently.
• Administrative Accuracy: Identifies and addresses PTO, coverage, and timekeeping exceptions promptly.
• Effective Communication: Coordinates handoffs and tracks issues through resolution.
• Management Support: Provides dependable backup to the Operations Manager, ensuring continuity and freeing capacity for leadership and strategic priorities.
• Stakeholder Relationships: Builds effective partnerships with clinical leaders, physicians, staff, HR, and Central Operations.

What is the interview process for this role?

Thank you for your interest in joining Private Medical. We believe the interview process should be as transparent, thoughtful, and engaging as the care we provide to our members. Throughout the process, you'll be working closely with me, Leah, who will serve as your primary point of contact. I look forward to getting to know you and helping guide you through each step of the candidate journey!

Our interview process includes:

Application Review

Once we receive your application, our team will carefully review your experience and qualifications. If your background aligns with what we're seeking, we'll reach out to schedule an introductory conversation.

Initial Conversation with HR

This conversation is an opportunity for us to learn more about your experience, career goals, and what you're looking for in your next opportunity. It's also a chance for you to learn more about Private Medical, our culture, and the role.

Hiring Manager Interview

Qualified candidates will then meet with the hiring manager to discuss the position in greater depth, including responsibilities, team dynamics, and how your experience may contribute to our continued success.

Team Interviews

We believe hiring is a collaborative process. Finalists will have the opportunity to meet key members of the team and gain a broader understanding of how we work together to deliver an exceptional experience for our patients and colleagues.

Shadow Experience

This shadow experience allows both you and our team to gain a realistic understanding of the role, the work environment, and what success looks like at Private Medical.

We understand that interviewing is a significant investment of your time. Our commitment is to provide clear communication, timely updates, and a respectful candidate experience throughout the process.