What are the responsibilities and job description for the Executive Assistant and Office Manager position at Psychiatreat?
Job Description
Position : Executive Assistant and Office Manager
Location : Westbury, NY
Employment Type : Full-Time
About Us :
We are leaders in the healthcare mental health industry, managing back-office operations for multiple clinics. Our mission is to deliver exceptional support to enhance the efficiency and quality of our services. As a rapidly growing organization, we are seeking a dynamic and versatile Executive Assistant and Office Manager to streamline operations, optimize productivity, and enable us to focus on top-level strategic priorities.
Position Summary :
The Executive Assistant and Office Manager will work closely with both executives, providing comprehensive administrative, operational, and managerial support. The ideal candidate is highly organized, proactive, tech-savvy, and an excellent communicator who thrives in a fast-paced environment. This role is pivotal in ensuring our time and resources are utilized effectively to achieve business goals.
Key Responsibilities :
Administrative Support :
Manage executives' calendars, schedule meetings, and prioritize appointments.
Prepare meeting agendas, take detailed minutes, and send recap notes with action items.
Draft, edit, and proofread correspondence, reports, and presentations.
Office Management :
Oversee daily office operations and ensure a well-organized work environment.
Manage office supplies, vendor relationships, and maintenance needs.
Coordinate team schedules, meetings, and office activities / events.
Project & Task Management :
Update and maintain CRM and project management systems.
Track and oversee task delegation to ensure timely completion.
Assist with workflow optimization and process improvements.
Operational Efficiency :
Act as a gatekeeper, managing schedules and ensuring alignment with strategic priorities.
Handle personal and professional tasks, including travel itineraries, purchasing, and errands.
Provide ad-hoc support for interviews, event attendance, and other tasks as needed.
Communication & Coordination :
Serve as a liaison between executives, teams, and external stakeholders.
Foster a positive and collaborative work environment.
Relay updates, messages, and priorities effectively to all relevant parties.
Requirements
Qualifications :
Proven experience as an executive assistant, office manager, or in a similar role.
Exceptional organizational and time-management skills.
Strong written and verbal communication abilities.
Proficiency in CRM systems, project management tools, and MS Office Suite.
High level of discretion and professionalism in handling confidential information.
Ability to multitask, prioritize, and adapt to shifting priorities.
Preferred Skills :
Experience in healthcare or mental health industries.
Familiarity with travel coordination and itinerary planning.
A people-oriented mindset with excellent interpersonal skills.
Problem-solving capabilities with a proactive, can-do attitude.
Benefits
Compensation & Benefits :
Salary Range : $65,000–$85,000 annually, based on experience and qualifications.
Performance Bonuses : Annual bonus opportunities based on individual and company performance.
Full Benefits Package :
Medical insurance with company contribution.
Full dental, vision, and life insurance.
401k with up to 4% company matching.
Time Off :
15 days PTO annually.
6 paid holidays off.
Sick days (as per NY State).
Professional Development : Annual training allowance for courses, certifications, or conferences.
What We Offer :
A dynamic and collaborative work environment.
Opportunities for professional growth and development.
The chance to make a significant impact in a growing company.
Requirements
Qualifications : Proven experience as an executive assistant, office manager, or in a similar role. Exceptional organizational and time-management skills. Strong written and verbal communication abilities. Proficiency in CRM systems, project management tools, and MS Office Suite. High level of discretion and professionalism in handling confidential information. Ability to multitask, prioritize, and adapt to shifting priorities. Preferred Skills : Experience in healthcare or mental health industries. Familiarity with travel coordination and itinerary planning. A people-oriented mindset with excellent interpersonal skills. Problem-solving capabilities with a proactive, can-do attitude.
Salary : $65,000 - $85,000
