Admin & US Payroll Coordinator - Freelance, Remote

Magic, Inc

22d•Remote

About The Position

A multi-site healthcare group operating urgent care and primary care clinics in the Greater Nashville area is seeking support for core people operations. With approximately two dozen employees, extended clinic hours, and a patient-first culture, they rely on efficient back-office processes to keep care moving. The team leverages modern tools and coordinated workflows to deliver timely, compliant, and compassionate service. The organization is backfilling key responsibilities due to the impending departure of their Chief of Staff, with an urgent need to maintain continuity in payroll, scheduling, and executive operations. This role ensures accurate, on-time US payroll processing, keeps provider schedules current in Athena, and supports leadership with calendar, inbox, and meeting logistics. The goal is to minimize disruption, enable a smooth handover with overlap for training, and sustain operational excellence during and after the transition.

Requirements

Senior-level EA experience supporting founders/C-level executives for 5+ years; not a first or second EA role
Proven, end-to-end ownership of team offsites and corporate events (venue/vendor selection through on-site execution and debrief)
Demonstrated excellence in complex calendar orchestration across multiple executives and stakeholders
Advanced experience with full-cycle travel and expense management in fast-paced, high-change environments
Strong written communication and executive presence; able to represent leaders with discretion and judgment
Technical: Google Workspace or Microsoft 365 power user; expert Google/Outlook calendar management; expense tools (e.g., Expensify/Concur); travel platforms; Slack/Zoom; presentation building
Operational: Vendor sourcing and negotiation; budget tracking; project plans, run-of-show, and debriefs; file and knowledge organization
Communication: Crisp writing, precise meeting prep, confident stakeholder interfacing, proactive status updates
Judgment: Independent decision-making, prioritization under pressure, ability to anticipate needs and manage trade-offs
Traits: Type A organization, high ownership, resourceful problem-solver, calm under pressure, high discretion, low-ego team player
Computer with at least 8GB RAM, an Intel i5 core processor/AMD Ryzen 5 Processor and up.
Internet speed of at least 40MBPS
Headset with an extended mic that has noise cancellation and a webcam
Back-up computer and internet connection
Quiet, dedicated workspace at home

Responsibilities

Own end-to-end payroll processing in Paylocity, including timesheet validation, deductions, tax and retirement withholdings, and final approvals.
Maintain payroll calendars, reconcile payroll reports, and address employee payroll inquiries promptly and professionally.
Support payroll audits and year-end activities (e.g., W-2 data validation) and ensure adherence to US and Tennessee regulations.
Build and update provider schedules in Athena for doctors and mid-levels to ensure complete clinic coverage during operating hours.
Coordinate PTO/leave requests, manage last-minute changes, and communicate updates to clinical and front-desk teams.
Monitor capacity and identify gaps to minimize reschedules and improve patient access.
Manage front-end recruiting logistics: post roles, screen for basic criteria, coordinate interviews, and maintain candidate trackers.
Schedule multi-stakeholder interviews efficiently and ensure a positive candidate experience.
Partner with leadership on status updates and next steps.
Manage high-volume inbox and calendar support for leadership, including triaging 40+ meeting requests daily.
Coordinate leadership and quarterly meetings: agenda prep, venue booking, lunch arrangements, and follow-up tasks.
Support task and project coordination, ensuring owners, timelines, and deliverables are clear.
Maintain and improve SOPs for payroll, scheduling, recruiting, and admin workflows.
Create checklists and templates to reduce errors and speed up onboarding and cross-training.
Identify operational bottlenecks and recommend process improvements.