Now Hiring - Liberty Physical Therapy PC - Professional Services Executive Assistant (HR, Sales, etc) in Jersey City, NJ

Full description of the position

Conveniently located in the heart of Downtown Jersey City (10 minutes from Manhattan) , Liberty Physical Therapy is #1 rated and growing Physical Therapy practice. With 3 modern locations, it is the largest outpatient Physical Therapy practice in Jersey City, and a participating member of world- renowned Hospital for Special Surgery & Mount Sinai. We're seeking a proactive & dependable Executive Assistant who keeps our practice running smoothly, supports the owner, and helps drive physician referral growth. You'll manage calendars, projects, and HR processes (onboarding) while executing MD outreach--always with professionalism, data discipline, and confidentiality. Responsibilities Executive Support * Own the owner's calendar; organize and prioritize tasks. * Draft and manage communications, agendas, and follow-ups. * Prepare reports and slide decks (operations metrics, training, etc.). * Track action items and keep tasks, projects on schedule. Clinic Operations * Serve as a dependable point of contact for therapists & front desk. * Support patient escalations professionally. * Help with minor office maintenance tasks * Oversee supply ordering, equipment service requests, and facility vendors. * Maintain SOPs; pull weekly EMR reports (visits, cancels, plan-of-care). HR Support * Coordinate hiring: postings, screening, interview scheduling, references. * Run compliant onboarding: offer letters, I-9/E-Verify, setup employees, first-day checklist. * Assist with policy communications and culture initiatives (recognition, surveys). * Assist with staff meetings and employee engagement. MD Sales & Marketing * Referral outreach: Build and maintain a prioritized list of MDs; schedule and conduct office visits, drop-offs, and relationship touchpoints. * Education & events: Coordinate lunch-and-learns, in-services, and CE/community talks; manage invites, materials, and follow-ups. * Collateral & brand: Keep brochures, rack cards, referral pads, and one-pagers current; coordinate signage and patient-facing materials. * Reputation: Monitor, encourage and respond to patient reviews. * Tracking & CRM: Log outreach in a tracker; track referral patterns, win/loss notes, and next steps. * Coordinate and schedule social media posts Key Qualifications * 3+ years as an Executive Assistant, or Practice Coordinator; healthcare setting strongly preferred. * Experience supporting referral development or B2B outreach (healthcare or adjacent). * HR experience and knowledge of HR laws and best practices is a plus. * Experience with digital marketing is a plus. * Strong writing, presentation, and people skills; comfortable engaging physicians and office staff. * Proficiency with Microsoft 365, EMR reporting, and basic CRM/email tools (HubSpot/Mailchimp). * Organized, data-minded, and discreet (HIPAA). Able to juggle priorities and move projects from idea to done. Schedule & Work Model * On-site, Monday-Friday; occasional early/late meetings, physician visits. * Local travel between clinics and provider offices as needed. Job Types: Full-time, Part-time Benefits: * 401(k) * 401(k) matching * Dental insurance * Health insurance * Paid time off * Vision insurance Experience: * Executive Assistant: 1 year (Preferred) * HR Support: 1 year (Preferred) Ability to Commute: * Jersey City, NJ 07302 (Required) Work Location: In person