Basics
Reports to: Executive and Office Manager.
Schedule: Full-time, based on clinic and personal-assistance needs.
Location: iCare Medical Group — Monterey Park and Rowland Heights (both locations; assignment depends on schedule and coverage needs) and designated local residences.
About the role
iCare Medical Group is looking for a dependable, organized and discreet Personal Assistant & Patient Services Coordinator to support the Executive with personal and household matters, while also handling patient scheduling and front-desk coverage at the clinic.
The right person is trustworthy, detail-oriented, comfortable driving locally, and able to handle confidential personal and patient information with professionalism. The role needs flexibility, strong follow-through, and the ability to keep schedules, paperwork, transportation and patient outreach organized and on track.
We are looking for someone who wants this kind of work — not someone who will tolerate it while waiting for something else. The personal-support side is real, and it is half the job.
Personal assistant responsibilities:
At the clinic
● Keep the Executive's desk and workspace organized — nothing lost, nothing buried.
● Coffee and the small routines that make a clinic day run. This is part of the job and we say so plainly.
● Hold the Executive's calendar alongside the Office Manager: know what is coming and prepare what the Executive needs before it's asked for.
● Track what the Executive has committed to, send reminders, and follow things up so they do not go quiet.
● Sit with the Executive when documents need signing, and stay until they are signed rather than leaving a pile.
At the Executive's residence, roughly twice a week
● Organize personal mail, correspondence, bills and household paperwork.
● Sort and prioritize incoming mail, and flag anything needing the Executive's review or action.
● Maintain an organized filing and tracking system for personal documents, bills, deadlines and follow-ups.
● Coordinate personal appointments, reminders, errands and family schedules.
● Make sure important personal tasks, payments, appointments and deadlines are not missed.
● Handle all personal and family matters with discretion, professionalism and confidentiality.
● Other reasonable personal-assistance duties as assigned.
Ongoing patient scheduling
● Call patients to schedule, confirm, reschedule and follow up on appointments.
● Run appointment reminder and recall calls.
● Fill cancellations and open slots through timely patient outreach.
● Keep accurate documentation of calls, outcomes and follow-up needs.
● Schedule accurately according to provider availability and clinic procedure.
At the front desk (as needed)
● Answer telephone calls and respond to patient questions professionally.
● Greet and check in patients when front-desk coverage is needed.
● Confirm and update patient demographics, contact details and insurance information.
● Raise scheduling concerns and patient needs with providers, medical assistants and management.
● Protect patient privacy in line with the Health Insurance Portability and Accountability Act (HIPAA) and clinic confidentiality requirements.
● Other front-desk and administrative tasks as assigned.
Driving
Requirements: valid California driver's license · safe driving record · reliable, insured vehicle suitable for carrying passengers · willingness to drive between the clinic, the Executive's residence, family residences and other approved local destinations.
Additional local transportation
● Transport the Executive's mother between the clinic and her residence, roughly twice a week.
● Transport the Executive's daughter home, roughly once a week.
● Other prearranged local transportation as it arises.
Mileage/gas pay: personal-vehicle use for approved company driving is reimbursed at the current IRS standard business mileage rate (76¢/mile as of July 2026, updated as the IRS rate changes), covering gas, wear and insurance. Mileage is logged and submitted per pay period. Use of a designated company vehicle, where provided, is handled per company policy in lieu of mileage reimbursement.
Professional boundaries
The employee maintains appropriate professional boundaries and may not sign documents, make financial decisions, access financial accounts, or issue payments on the Executive's behalf unless separately authorized in writing. All patient, personal, family and financial information stays strictly confidential.
This role does not include:
● Housekeeping or cleaning. Separate help handles that — you organize papers and workspaces, not floors.
● Childcare or personal care.
● Clinical or billing decisions.
What we need
Character is the qualification here. Skills we can teach; the following we cannot.
Discretion, without exception. You will see personal correspondence, household matters, family schedules and confidential patient information. Nothing you see or hear leaves the room, ever — including with colleagues. This is the single most important requirement of the role.
Preferred
● You are genuinely willing to do the small things. Coffee, tidying a desk, an errand across town. If any part of that reads as beneath you, this is the wrong role and we would both rather know now.
● You anticipate. The best assistants are a step ahead — the document is ready before it is asked for, the conflict is caught before it becomes a problem.
● Previous personal-assistant, administrative, medical front-desk or customer-service experience preferred.
● Strong organisational, time-management and follow-up skills.
● Professional, respectful communication.
● Able to handle both personal and medical information with strict confidentiality.
● Comfortable working independently with minimal supervision.
● Reliable, punctual, and able to adjust to changing priorities.
● Basic computer skills, and able to learn the clinic's electronic medical record, scheduling and telephone systems.
● Valid California driver's license, safe record, reliable insured vehicle.
● Bilingual English and Mandarin or Cantonese.
● Experience working with elderly individuals, or providing family transportation.
● Prior experience supporting a physician, business owner or founder directly.
● Medical office experience.
First 90 days
By day 30 — you know the Executive's calendar, standing commitments and preferences without asking. The Executive's desk and files are organized on a system you can explain. The driving schedule runs without reminders. You are making patient scheduling and reminder calls independently.
By day 60 — you are catching things before the Executive does: surfacing what needs signing, flagging conflicts, following up on what has gone quiet. Mail and bills are sorted on a predictable rhythm at both the clinic and the Executive's residence. Cancellations are being filled through your outreach.
By day 90 — the Executive is handing you things without thinking about it. That is the real measure of this role, and it is the one we will use.
Where it goes
This is a role that grows with trust. As you take more on, the scope and the compensation grow with it. For the right person this becomes a long-term seat close to the center of a business that is expanding.
Pay: $20.00 - $25.00 per hour
Benefits:
- 401(k)
- Flexible schedule
- Health insurance
Application Question(s):
- Do you have a valid California driver's license and a clean/safe driving record?
- Are you willing and able to work at both of our clinic locations in Monterey Park and Rowland Heights, based on the schedule and coverage needs? This role may also require you to work at designated local residences when needed.
- This is a full-time position, and your schedule may vary depending on clinic operations and personal assistance needs. Are you comfortable with this arrangement?
Language:
- Mandarin or Cantonese and English (Required)
Work Location: In person
