What are the responsibilities and job description for the Administrative Support Specialist position at Utah Facial Plastics?
About Us:
We are a premier facial plastic surgery and med spa practice with two (soon to be three) thriving locations across Utah, dedicated to helping our clients look and feel their best. Our mission is rooted in exceptional care, cutting-edge treatments, and compassionate service. As we continue to grow, we’re seeking an experienced and highly organized Administrative Support Specialist to join our dynamic team and provide high-level support to our Executive Director and staff.
Position Overview:
The Administrative Support Specialist will play a vital role in ensuring the smooth and efficient operation of our executive and administrative functions. This role involves a combination of remote work and in-office duties at our Draper, Utah location. The ideal candidate will be proficient in Microsoft applications, especially SharePoint, and possess the ability to work independently with minimal supervision. This position requires excellent communication skills, attention to detail, and the ability to juggle multiple tasks while maintaining professionalism and discretion.
Key Responsibilities:
Administrative & Executive Support
Manage the Executive Director’s calendar, including meetings, and appointments
Prepare reports, presentations, and documentation as needed
Maintain accurate records, files, and other organizational systems
Communication & Liaison
Serve as the primary point of contact for the Executive Director
Handle incoming and outgoing communications: email, phone, and correspondence
Act as a liaison between the Executive Director and correspondents
Represent the Executive Director in their absence when necessary
Project & Office Management
Support planning, implementation, and follow-up of projects
Monitor timelines, deadlines, and deliverables
Assist with office operations
Meeting & Event Coordination
Schedule and coordinate meetings, including logistics and technology setup
Prepare agendas, take minutes, and distribute follow-up materials
Assist in planning and coordinating events, conferences, and special meetings
Additional Responsibilities
Assist with budget tracking and expense reporting
Help develop and maintain office policies and procedures
Support data entry and database management
Provide cross-functional administrative support to team members
Qualifications:
Bachelor's degree preferred
Prior experience as an executive assistant or in a similar administrative role; familiarity with the aesthetics industry is a plus
Highly organized, proactive, and detail-oriented
Strong communication and interpersonal skills
Proficiency in Microsoft Office Suite and calendar management tools
Ability to handle confidential information with discretion
Comfortable working in a fast-paced, multi-location environment
Exceptional organizational abilities; strong problem-solving skills; professional communication, both written and verbal; ability to work independently and take initiative
Location:
This role is primarily remote, with occasional on-site work required at our Draper location and, at times, our Layton location.
Why Join Us?
Work in a collaborative and supportive environment
Be part of a team that values professionalism, passion, and purpose
Enjoy competitive pay and growth opportunities
