Administrative Assistant

Towson; Newport Beach (CA); On-site; USD 24,796 - 30,307; Part time

Job summary

Towson in Newport Beach is seeking an Administrative Assistant who plays a vital role in supporting clinic efficiency and ensuring a professional experience for clients. The ideal candidate will have strong communication skills, organizational abilities, and a warm demeanor.

This position involves managing appointment schedules, processing payments, and ensuring a clean office environment. Candidates should have at least 1 year of experience in administrative roles and proficiency with office technology. Flexible hours, paying $18–$22/hour based on experience.

Qualifications

• 1+ years in an administrative, customer service, or medical office setting.
• Ability to maintain professionalism in a fast-paced environment.
• Attention to cleanliness and detail.

Responsibilities

• Greet clients warmly and maintain a clean front office.
• Manage appointment bookings and handle scheduling efficiently.
• Process client payments and manage invoices.

Skills

Interpersonal skills

Communication skills

Organizational skills

Multitasking abilities

Proficiency with scheduling software

Education

High school diploma or equivalent

Associate's degree preferred

Tools

Google Workspace

Job description

Overview: What is the Age Lab?

The Age Lab is a company started in Newport Beach by Vic Rakhshani. Vic Rakhshani is a former professional athlete (NFL), a USC alumni, and has been on the cutting edge of sports, health, and regenerative medicine since 1983. For the last four decades, Vic Rakhshani has been one of the most highly reputed healers, elite level athletic trainers, and health specialists in Southern California. Several professional athletes, influencers, and elite health specialists rave of the effectiveness of Vic Rakhshani's systems of healing, performance, and health. To learn more about Vic Rakhshani and the AgeLab, please visit our website (https://www.ageab.us).

Position Summary

The Administrative Assistant plays a vital role in the daily operations of Age Lab, LLC by supporting clinic efficiency and ensuring a warm, professional experience for every client. This position requires a balance of hospitality, organizational skills, attention to detail, and a willingness to maintain a clean and orderly space.

Key Responsibilities

• Client Hospitality: Greet clients with warmth and professionalism; maintain a welcoming and clean front office and waiting area.
• Scheduling: Manage appointment bookings, coordinate provider schedules, and handle rescheduling or cancellations efficiently.
• Billing: Process client payments, manage invoices, and communicate any billing issues or updates clearly to clients.
• Client Follow-Up: Ensure timely communication with clients regarding upcoming appointments, programming, or follow-up needs.
• Cleaning: Assist with light cleaning duties throughout the day, including sanitizing common areas, organizing materials, and maintaining a tidy front desk.

Qualifications

• High school diploma or equivalent (Associate's degree preferred).
• 1+ years in an administrative, customer service, or medical office setting
• Strong interpersonal and communication skills
• Proficiency with scheduling software and general office technology (e.g., Google Workspace)
• Excellent organizational and multitasking abilities
• Ability to maintain a professional and calm demeanor in a fast-paced environment

Preferred Attributes

• Friendly, empathetic, and client-focused mindset
• Attention to cleanliness and detail
• Willingness to take initiative and improve workflows
• Experience in a healthcare, wellness, or physical therapy setting

[Monday - Friday, 11a-4p, 25 hours per week]

[$18–$22/hour based on experience]

To Apply

Please send your resume and a brief cover letter to [e-mail]. We’re excited to meet individuals who want to contribute to a meaningful and supportive environment.