EXECUTIVE ASSISTANT & MARKETING COORDINATOR

Position Summary

Dr. Barbara Sharief DNP Inc., doing business as The Beauty and Balance Spot, is seeking a highly organized, dependable, detail-oriented, technologically proficient, and proactive Executive Assistant & Marketing Coordinator.

This individual will provide comprehensive administrative support to Dr. Barbara Sharief while assisting with daily business operations, scheduling, patient communications, marketing initiatives, social media management, financial reporting coordination, and office staff communications.

The ideal candidate must be capable of managing multiple priorities, working independently, anticipating needs, meeting deadlines, maintaining confidentiality, and ensuring that business operations run efficiently.

This position requires exceptional organizational skills, strong written and verbal communication abilities, proficiency with digital marketing platforms and artificial intelligence (AI) tools, and the ability to coordinate responsibilities across Dr. Sharief's professional commitments.

Essential Duties and Responsibilities1. Executive Scheduling and Calendar Management

• Maintain and coordinate Dr. Sharief's professional, business, clinical, and legislative calendars.
• Ensure there are no scheduling conflicts between Florida Senate responsibilities, medical office appointments, business meetings, and other professional obligations.
• Schedule, confirm, reschedule, and coordinate appointments, meetings, conference calls, and special events.
• Provide daily and weekly calendar updates, reminders, and appointment confirmations.
• Anticipate scheduling conflicts and proactively recommend solutions.
• Coordinate travel arrangements, including airline reservations, hotel accommodations, ground transportation, and itineraries.
• Maintain organized travel records and confirmations.
• Prepare briefing materials, meeting agendas, and other documents as requested.

2. Email Management and Executive Correspondence

• Monitor, organize, and prioritize designated business email accounts.
• Identify urgent communications requiring Dr. Sharief's attention.
• Draft professional emails, letters, memoranda, and business correspondence.
• Respond to routine administrative inquiries within established guidelines.
• Track outstanding correspondence and ensure timely follow-up.
• Prepare, transmit, and organize faxes, electronic documents, and other correspondence.
• Maintain accurate digital and physical filing systems.
• Ensure all correspondence is professional, grammatically correct, and consistent with the organization's standards.

3. Medical Office Coordination and Patient Follow-Up

• Maintain regular communication with office management, clinical staff, and nurse practitioners.
• Coordinate with APRN regarding clinical scheduling, patient follow-ups, and monthly promotional offerings.
• Assist with nonclinical patient communications and appointment coordination.
• Contact patients following appointments or treatments to check on their experience and assist with scheduling recommended follow-up visits.
• Maintain organized patient follow-up lists and appointment reminders.
• Help identify patients who are due for follow-up visits, repeat treatments, or scheduled services.
• Coordinate with clinical staff when patients report concerns requiring medical attention.
• Assist with patient retention initiatives and approved outreach campaigns.
• Maintain strict confidentiality of patient information and comply with HIPAA and applicable privacy policies.

Important: This position does not include independent clinical assessment, diagnosis, medical advice, or treatment recommendations. Clinical concerns must be referred to authorized healthcare professionals.

4. Social Media Management and Content Creation

• Develop, maintain, and implement a comprehensive 30-day social media content calendar each month.
• Create engaging promotional content highlighting medical services, wellness programs, aesthetic treatments, skincare products, and special offers.
• Use AI-assisted marketing platforms, including Marbalism and Blaze, to develop social media posts, captions, promotional materials, and marketing campaigns.
• Create and schedule content for Facebook, Instagram, TikTok, YouTube, and other approved platforms.
• Develop content incorporating photographs, videos, promotional graphics, hashtags, and calls to action.
• Coordinate the collection and organization of photographs and videos for marketing purposes.
• Ensure that all marketing content is consistent with The Beauty and Balance Spot's brand identity.
• Monitor social media engagement and provide recommendations for improving audience reach.
• Maintain a consistent and professional online presence.
• Submit monthly content calendars and promotional campaigns for management approval before publication.

5. YouTube Channel Management and Paid Advertising

• Upload, organize, title, describe, and publish videos on company YouTube channels.
• Maintain YouTube channels, including playlists, descriptions, thumbnails, and channel information.
• Optimize video titles, descriptions, and keywords to improve search visibility.
• Promote approved videos and campaigns through YouTube and Google Ads.
• Boost approved social media posts on Facebook and Instagram using Meta advertising tools.
• Assist with creating and monitoring paid advertising campaigns.
• Track advertising performance, engagement, views, leads, and campaign effectiveness.
• Provide recommendations for improving advertising results and maximizing approved marketing budgets.
• Obtain management approval before launching or modifying paid advertising campaigns.

6. Monthly Specials and Promotional Campaigns

• Collaborate with Dr. Sharief and APRN to develop monthly promotional specials.
• Assist with planning promotions for laser hair removal, skincare, facial treatments, body contouring, wellness services, and retail products.
• Prepare promotional flyers, email campaigns, social media graphics, and text messaging campaigns.
• Develop seasonal and holiday-themed marketing promotions.
• Ensure promotions are prepared and submitted for approval before the beginning of each month.
• Coordinate promotional activities with office staff to ensure everyone understands current offers.
• Monitor campaign performance and assist in identifying successful promotions.
• Ensure that all promotional materials accurately represent the services, products, pricing, and applicable restrictions.

7. Constant Contact Email Marketing and EZ Texting

• Develop, schedule, and distribute approved email marketing campaigns using Constant Contact.
• Create and send promotional text messages through EZ Texting.
• Maintain organized customer and patient contact lists with appropriate consent and privacy safeguards.
• Develop attractive email templates and effective promotional messaging.
• Coordinate weekly, monthly, and special-event marketing communications.
• Monitor email open rates, click-through rates, text campaign responses, and customer engagement.
• Ensure campaigns are distributed according to the approved marketing calendar.
• Follow applicable consent, opt-out, healthcare privacy, and marketing communication requirements.

8. Financial Reporting and Accountant Coordination

• Communicate regularly with the company's accountant or bookkeeping personnel.
• Ensure that required financial information and documentation are submitted promptly.
• Coordinate the preparation and delivery of weekly financial reports.
• Track report submission deadlines and follow up on outstanding information.
• Ensure that Dr. Sharief receives financial reports in a timely and organized manner.
• Assist with organizing invoices, receipts, expenses, and other business financial documents.
• Notify Dr. Sharief of missing reports, unresolved financial documentation, or reporting delays.
• Maintain confidentiality of company financial information.

The Executive Assistant is responsible for coordinating and tracking the reporting process, not independently performing accounting or certifying financial statements unless separately qualified and authorized.

9. Business Development, Product Sales, and Community Brand Awareness

• Research and identify marketing opportunities to increase product sales and business visibility.
• Identify community events, health fairs, beauty expos, vendor opportunities, and networking events.
• Assist with planning promotional campaigns to expand awareness of The Beauty and Balance Spot.
• Identify opportunities for partnerships with local businesses, organizations, and community groups.
• Research potential opportunities for retail product promotion and online sales.
• Assist with outreach to social media influencers, content creators, and brand ambassadors.
• Support promotional initiatives involving TikTok Shop, online retail channels, and other approved sales platforms.
• Maintain a list of prospective marketing opportunities and provide regular updates.
• Recommend strategies for increasing customer engagement, brand recognition, and repeat business.

10. Office Communication and Administrative Support

• Serve as a central point of administrative communication between Dr. Sharief and office staff.
• Communicate assignments, deadlines, updates, and approved instructions to appropriate personnel.
• Follow up on delegated tasks to ensure timely completion.
• Assist with organizing staff meetings and preparing meeting agendas.
• Maintain organized records of assignments, deadlines, and pending matters.
• Assist with coordinating vendors, service providers, and other business contacts.
• Support daily administrative operations as needed.
• Perform other reasonable administrative, operational, and marketing duties as assigned by Dr. Sharief.

Required Qualifications

• High school diploma or equivalent required; associate's or bachelor's degree in business administration, marketing, communications, or a related field preferred.
• Minimum of 2 years of experience in executive assistance, office administration, marketing coordination, or a similar position preferred.
• Strong organizational skills and ability to manage multiple calendars and competing priorities.
• Excellent written and verbal communication skills.
• Proficiency with Microsoft Office, Google Workspace, email management, and digital scheduling tools.
• Experience creating social media content and managing business social media accounts.
• Familiarity with AI-powered content creation and marketing platforms.
• Experience with Constant Contact, EZ Texting, Meta Business Suite, YouTube Studio, or Google Ads preferred.
• Ability to create professional marketing materials using Canva or comparable design software.
• Strong attention to detail, confidentiality, and follow-through.
• Ability to work independently, prioritize assignments, and meet deadlines.
• Professional demeanor and ability to communicate effectively with patients, employees, vendors, and business associates.

Preferred Qualifications

• Previous experience working in a medical practice, wellness center, aesthetic clinic, or healthcare-related business.
• Familiarity with HIPAA privacy requirements and patient communications.
• Experience with digital advertising and paid social media campaigns.
• Knowledge of TikTok Shop, product marketing, and online retail promotions.
• Experience using Marbalism and Blaze.
• Familiarity with CRM systems and customer retention strategies.
• Experience coordinating financial documentation with accountants or bookkeepers.
• Experience supporting a high-level executive with multiple professional responsibilities.

Performance Expectations

The successful candidate will be expected to:

• Maintain an accurate and conflict-free executive calendar.
• Provide daily scheduling and priority updates.
• Ensure timely responses and follow-up on designated administrative correspondence.
• Produce a complete 30-day social media promotional calendar before the beginning of each month.
• Ensure approved social media content is scheduled and published consistently.
• Coordinate monthly specials with Dr. Sharief and the clinical team.
• Execute approved Constant Contact and EZ Texting campaigns on schedule.
• Maintain an organized system for patient follow-up and appointment reminders.
• Ensure weekly financial reports are requested, tracked, and delivered to Dr. Sharief.
• Maintain company YouTube channels and coordinate approved paid promotions.
• Identify and present new marketing, product sales, and community outreach opportunities.
• Demonstrate initiative, accountability, discretion, and consistent completion of assigned responsibilities.

Work Schedule and Compensation

Workdays: Monday through Friday
Work Hours: 10:00 AM to 5:00 PM
Hourly Rate: $20.00 per hour
Work Location: On-site, Broward County, Florida

Compensation will be based on actual hours worked in accordance with applicable wage and hour laws. Meal breaks and any additional hours must be coordinated according to company policy.

Confidentiality and Professional Conduct

The Executive Assistant will have access to confidential business, financial, scheduling, and potentially protected patient information. The employee must maintain strict confidentiality and follow all company privacy and security procedures.

The employee must demonstrate professionalism, discretion, integrity, dependability, and respect when interacting with patients, office staff, vendors, and professional contacts.

Administrative support involving Florida Senate responsibilities must remain appropriately separated from private business operations, with applicable government ethics, public-resource, and recordkeeping requirements observed.

Equal Employment Opportunity

Dr. Barbara Sharief DNP Inc. is an equal opportunity employer committed to providing a professional, inclusive, and respectful work environment.

Additional Responsibilities: This job description is intended to outline the primary duties of the position and is not an exhaustive list. Other reasonable duties consistent with the role may be assigned as business needs evolve.

Pay: $20.00 per hour

Work Location: In person