Executive Personal Assistant
3 weeks ago
Why You Want To Work Here:
Established as a community-focused organization, we are a medical and psychiatric provider dedicated to offering a wide range of services to adults aged 18 and older, addressing mental health and substance abuse challenges.
Job Overview:
As an Executive/Personal Assistant, you will provide high-level support for a professional doctor by handling various tasks to help them focus on their core responsibilities.
Responsibilities of the Executive/Personal Assistant:
- Calendar Management: Organize and manage schedules, appointments, and meetings.
- Communication: Handle incoming and outgoing communications, including emails and phone calls.
- Meeting Coordination: Prepare agendas, take minutes, and ensure follow-up on action items.
- Travel Arrangements: Plan and coordinate travel itineraries, including flights, accommodations, and transportation, including vacations and family trips.
- Document Management: Prepare, edit, and organize documents, reports, and presentations.
- Budget Management: Assist with tracking and managing budgets and expenses.
- Project Support: Assist in project management and coordination, ensuring deadlines are met.
- Research: Conduct research and compile information as needed for decision-making.
- Client Relations: Maintain relationships with clients and stakeholders, ensuring communication is clear and professional.
- Event Planning: Organize and coordinate corporate events, conferences, and meetings.
- Confidentiality: Handle sensitive information with discretion and confidentiality.
- Daily Errands: Manage personal errands, such as ordering meals, dry cleaning, and other tasks.
- Bill Management: Manage bills and finances, ensuring timely payments.
- Research and Reservations: Research and make reservations for restaurants, events, and activities.
- Gift and Event Planning: Organize special occasions, including birthdays, anniversaries, and holidays.
- Communication Management: Handle correspondence and communication, including mail and messages.
- Time Management: Help prioritize tasks and manage time effectively to balance professional and personal commitments.
Requirements of the Executive/Personal Assistant:
- High School Degree, Bachelor’s degree preferred
- Proven experience in a similar role
- Must have valid Driver's License, Proof of Insurance and reliable transportation
- Proficiency in project coordination and multitasking
- Strong data entry skills with attention to detail
- Excellent proofreading abilities
- Ability to manage calendars effectively
- Familiarity with QuickBooks is a plus
- Experience in front desk operations is advantageous
- Knowledge of event planning principles is beneficial
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