Job Description: Part-Time Personal Assistant

Position Overview:
Seeking a highly organized and reliable Part-Time Personal Assistant to support a busy medical doctor in
Austin, Texas. This role ensures the day-to-day operations run smoothly. The ideal
candidate will possess excellent communication skills , strong attention to detail , the ability to handle
confidential information with discretion, and a strong moral compass . This individual must be a self-
starter, make confident decisions and be open to feedback.

A strong element of property management is included in this role. Some driving may be required.

Job Title: Part-Time Personal Assistant

Location: Austin, Texas (Specifically, Travis Heights )

Type: Part-Time

Compensation: $20.00-$25.00 an Hour

Interview: Please note that you will be asked to complete 2 surveys before the interview.

Responsibilities:

1. Schedule Management: Coordinate daily calendar, appointments, and meetings, ensuring optimal
time management and minimal scheduling conflicts.

2. Communication: Handle phone calls, emails, and other forms of communication. Promptly respond to
inquiries and prioritize urgent matters.

3. Property Management: Manage and coordinate rental properties. Coordinate with guests and building managers to assist in the successful occupancy of vacation properties. Some maintenance scheduling and occasional site visits.

4. Travel Arrangements: Arrange travel accommodations, itineraries, and logistics for conferences,
seminars, and other professional or personal events.

5. Administrative Support: Provide general administrative assistance, including preparing documents,
filing, photocopying, and organizing paperwork.

6. Financial Management: Assist with expense tracking, reimbursements, bills, taxes, and financial
records organization.

7. Personal Side Projects : Assist in organizing and coordinating personal projects and interests (Real
Estate, entrepreneurial opportunities)

8. Domestic ability : Able and willing to pitch in with household/personal matters such as household
organization, shopping, maintaining aspects of the residence, and helping with preparations for special
occasions (Holidays, etc.)

Qualifications:

1. Educational Background: A high school diploma or equivalent is required. A college education is
preferred. Please include any other relevant certifications.

2. Previous Experience: Prior experience as a personal assistant, medical secretary, property manager, or administrative
assistant is preferred.

3. Organizational Skills: Exceptional organizational abilities, with the capacity to manage multiple tasks
efficiently and meet deadlines. Punctuality is a must.

4. Communication: Excellent written and verbal communication skills, with the ability to interact
professionally.

5. Computer Literacy: Proficient in Microsoft Office Suite, E-mail and mobile applications.

6. Discretion: Demonstrated ability to handle confidential and sensitive information with the utmost
discretion and professionalism.

7. Adaptability : Flexible and adaptable to changing priorities and work schedules to accommodate the
doctor's needs.

8. Problem-Solving: Strong critical thinking and problem-solving skills to resolve issues efficiently and
proactively with the ability to make confident, competent decisions.

9. Medical Knowledge: A basic understanding of medical terminology, procedures, and healthcare
practices would be a plus.

10. Local Knowledge: Familiarity with Texas's healthcare system, medical facilities, and resources is
advantageous. Local Driving may be required.

This part-time position offers a valuable opportunity to work closely with a respected medical
professional. The ideal candidate will play an integral role in supporting daily operations and contribute to overall success. If you have excellent organizational abilities and a desire to make a positive impact, we encourage you to apply for this rewarding position.

About Dr. Scott Tolan

"Hi, I'm Scott Tolan. I'm a Texas native from San Antonio. I used to work as a hospitalist for the UT
Austin Dell Medical School for both internal medicine and pediatrics, and recently finished further
training in cardiology. I am returning to Austin and will start a cardiology practice in Kyle, TX. It will be a
busy practice with quite a bit of commuting. I'm seeking someone to help me with my professional
duties and personal interests.

Professional duties will likely include assistance with, schedule management, licensing and
certification society upkeep, and possible documentation. Additional non-medical professional
responsibilities will include helping to manage multiple real estate properties (short-term rentals and
vacation properties). This includes communicating with guests, managing damage, and repair of the
property, and documenting returns/expenses. Most of the real estate process is automated, but this is a
task I would like to hand off. Come tax season, I will expect the personal assistant to assist the CPA in
gathering all the documents and organizing the preparation. Depending on busyness and traffic, I may
also request some commuting back and forth to the hospital in Kyle or the outlying clinics.
Personal duties include managing social schedules, booking and researching business and leisure travel,
dinner reservations, concerts, and entertainment.

First and foremost, I'm looking to work with someone I can trust. I will extend access to my personal
information, finances, and professional information and expect privacy, respect, and discretion. Just as
important, we will need to get along and be on the same page. I may be particular about how I like a
process to be done. I work best with people who do not take constructive criticism personally. I am
equally open to feedback if a process I know can be improved. Still, mostly, I'll be handing over
responsibilities I am accustomed to completing and will expect them to be done timely and with
excellence.

I am also looking for someone who can do research, make decisions, present information well, and
create solutions. If a request to start a new LLC in a different state, and you are unfamiliar with that
process, I would want you to say, "Let me look into that or find someone who can." If I ask you to
research purchasing a new bicycle, and you have no experience with bicycles, I will give some direction
and expect you to spend a few hours researching to see what is available, maybe put the information on
a spreadsheet and present it when ready. I don't want new processes to be uncomfortable or an
annoyance for you, I want it to be something you take head-on and complete regardless of the challenge. "

The team at Seaside Vacation Homes will assist in screening applicants. Please know that communication from Seaside Vacation Homes is relevant to this position.