Now Hiring - Liberty Physical Therapy PC - 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