Administrative Assistant

Administrative Assistant

Operations | Campbell, CA / Los Gatos, CA | Full-Time, On-Site

Salary: Up to $60,000 DOE

WHAT WE'RE ABOUT

Lineage is a permanent home for plastic surgery and aesthetics defined by elite physicians and operational excellence. Our first acquisition is in the SF Bay Area, with three additional de novo locations built to date.

We are a hands-on team of entrepreneurs that hold ourselves to high standards, move with velocity, and believe everything starts with people.

Our vision: To be the permanent home for plastic surgery and aesthetics, defined by elite physicians, operational excellence, and a platform built to grow.

What drives us:

— Operational Excellence: We hold ourselves to high standards and move with velocity. Good enough is never the goal.

— People First: Everything starts with people — our physicians, our teams, and our patients. Culture is not an afterthought.

— Built to Scale: We are building the infrastructure, systems, and team that will support a national platform — starting now.

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THE ROLE

The Administrative Assistant is the operational backbone; you keep leadership organized, on time, and free to focus on the work that matters most — building a national platform for plastic surgery and aesthetics.

A significant dimension of this role is vendor and industry relations. Lineage and its practice brands operate in a specialized market — plastic surgery and aesthetic medicine — with a defined set of device manufacturers, pharmaceutical and biologic suppliers, and industry partners. You will be the point of coordination for those relationships: managing contacts, facilitating communication, tracking agreements, and ensuring the teams are fully prepared for every vendor interaction.

Lineage operates across three Bay Area locations with a diverse team of surgeons, midlevel providers, and clinical and administrative staff. This role supports leadership and cross-functional teams across all of them, wearing multiple hats without losing track of any of them. Discretion, accuracy, and reliability are non-negotiable.

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WHAT YOU'LL OWN

Executive Support — Managing Partner & CEO

— Manage the Managing Partner's calendar — schedule and prioritize meetings, protect focus time, and ensure every appointment has the right preparation and context

— Prepare daily and weekly scheduling briefings for leadership — highlight priority meetings, upcoming deadlines, and any scheduling gaps or conflicts requiring attention

— Coordinate provider and surgical scheduling support as directed — flag conflicts, manage rescheduling requests, and communicate changes promptly to all affected parties

— Coordinate travel for the Managing Partner and CEO: flights, hotels, ground transportation, and detailed itineraries confirmed well in advance

— Own end-to-end logistics for recurring meetings: send invites, prepare agendas, take and distribute notes, and track action items to completion

— Prepare briefing documents and background materials ahead of key meetings — the Managing Partner should never walk into a conversation unprepared

— Manage inbound communications and correspondence on behalf of the Managing Partner as directed — triage, draft responses, and surface items requiring immediate attention

Vendor & Industry Relations

— Serve as the primary administrative point of contact for Lineage's vendor and supplier relationships across plastic surgery and aesthetic medicine — device manufacturers, injectable and biologic suppliers, consumables vendors, and technology partners

— Maintain a comprehensive vendor contact directory: key representatives, account managers, contract terms, renewal dates, and relationship history — current and complete at all times

— Coordinate vendor meetings, product demonstrations, and supplier check-ins on behalf of the Managing Partner

— Track vendor agreements, pricing schedules, and contract milestones — flag renewals, expirations, and renegotiation windows in advance

— Manage incoming vendor communications: route inquiries appropriately, respond to routine requests, and escalate anything requiring the Managing Partner's direct attention

— Support the evaluation of new vendor and supplier relationships — gather information, coordinate introductory meetings, and maintain documentation

— Monitor industry news, conference schedules, and product launches relevant to plastic surgery and aesthetic medicine — brief the Managing Partner on developments that may affect vendor strategy or practice operations

— Coordinate with Practice Managers on vendor-related logistics at the practice level — deliveries, product training sessions, and rep visits

Office & Administrative Operations

— Manage corporate-level vendor invoices, expense reports, and reimbursements — accurate, timely, and properly coded

— Maintain organized filing systems for contracts, vendor agreements, HR documents, and corporate records — everything retrievable in under two minutes

— Track and manage action items, project tasks, and follow-ups across multiple stakeholders using Lineage's project management tools

— Manage corporate subscriptions, software licenses, and service renewals — nothing lapses without notice

— Support the Director of Operations on administrative tasks and special projects as assigned

Communications & Correspondence

— Draft, edit, and send professional communications on behalf of the Managing Partner — at the standard expected of a practice that holds everything to a high bar

— Monitor and manage assigned inboxes — triage, route, flag urgent items, and respond to routine inquiries within agreed response time standards

— Maintain relationship logs and contact notes for key vendor representatives, industry partners, and physician contacts

— Coordinate with practice-level teams on scheduling, logistics, and information flow

— Support HR and People Operations with administrative coordination: scheduling, document management, and onboarding logistics as needed

Confidentiality & HIPAA Compliance

— Handle all patient information, provider records, and internal business documents in strict compliance with HIPAA and Lineage confidentiality policies — without exception

— Never forward, share, or discuss protected health information outside of authorized channels — when in doubt, escalate immediately

— Complete all required HIPAA training and compliance certifications on schedule — Lineage-specific HIPAA training is required prior to start

— Report any suspected confidentiality breach, unauthorized access, or compliance concern to the Director of Operations the same day it is identified

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WHAT WE'RE LOOKING FOR

Required

— 2 years of administrative, executive assistant, or operations coordinator experience — direct support of a senior leader preferred

— Demonstrated proficiency with calendar management, email management, and task tracking tools — Google Workspace required; project management platform experience (Asana, Monday.com, Notion, or equivalent) strongly preferred

— Exceptional organizational skills — you can hold a complex calendar, a vendor contact database, multiple open projects, and shifting priorities without dropping anything

— Strong written communication skills — emails and correspondence produced by this person should require minimal edits before going out

— High degree of discretion and professionalism — this role handles sensitive vendor, financial, patient, and personnel information regularly

— HIPAA knowledge and willingness to complete Lineage-specific HIPAA training prior to start

— Reliable, responsive, and proactive — you don't wait to be asked, and you always follow through

— Based in or able to reliably commute to the Campbell / Los Gatos area; access to a vehicle for occasional travel to Menlo Park and other Lineage locations

Preferred

— Experience in a healthcare, medical device, pharmaceutical, or aesthetic medicine environment — familiarity with the vendor landscape in plastic surgery or aesthetics is a significant plus

— Background supporting a C-suite or senior executive at a startup, PE-backed company, or high-growth environment

— Experience managing vendor relationships, contract tracking, or procurement coordination

— Familiarity with Nextech or another healthcare EMR / practice management platform

— Experience with Slack or similar async communication platforms in a professional team environment

— Associate's or bachelor's degree in Business Administration, Healthcare Administration, or a related field

— Bilingual (English/Spanish) a plus given our Bay Area patient population

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WHAT YOU'LL GAIN

— Salary up to $60,000 DOE

— Home base in Campbell, CA / Los Gatos, CA — occasional travel to Menlo Park and other Lineage locations

— Generous PTO 8 Paid Holidays

— Medical, Dental & Vision — 100% employer-paid for individual coverage

— 401(k) with Employer Match

— FSA & HSA options

— Life Insurance, Short & Long-Term Disability, and Legal Plan provided at no cost