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Personal / Executive Assistant (PA / EA)

Psychiatreat
Westbury, NY Full Time
POSTED ON 2/17/2025
AVAILABLE BEFORE 5/15/2025

Job Description

Job Description

Position : Personal / Executive Assistant (PA / EA)

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 efficiency and service quality. As a rapidly growing organization, we seek a highly adaptable Personal and Executive Assistant to streamline operations, optimize productivity, and enable our leadership team to focus on top-level strategic priorities.

Position Summary

The Personal / Executive Assistant (PA / EA) will work closely with multiple executives , providing a mix of administrative, operational, managerial, and personal support . The ideal candidate is highly organized, proactive, tech-savvy, and an excellent communicator who thrives in a fast-paced environment. This role is crucial in ensuring that time and resources are utilized efficiently , handling both business and personal tasks as needed.

Key Responsibilities

Administrative & Executive 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 .
  • Handle confidential documents and sensitive information with discretion.

Office & Operations Management

  • Oversee daily office operations , ensuring an organized and efficient workspace.
  • Manage office supplies, vendor relationships, and maintenance needs .
  • Coordinate team schedules, meetings, and office activities / events .
  • Assist with HR-related administrative tasks , such as onboarding support.

    • Project & Task Management

  • Update and maintain CRM and project management systems .
  • Track and oversee task delegation , ensuring timely completion.
  • Assist with workflow optimization and process improvements .

    • Personal & Lifestyle Management

  • Handle personal errands, reservations, and household / vendor coordination .
  • Manage personal travel arrangements, including flights, hotels, and itineraries .
  • Assist with purchasing and order management , including gifts and personal items.
  • Provide support for family or personal engagements as needed .

    • Operational Efficiency & Business Development Support

  • Act as a gatekeeper , managing access to executives and aligning priorities .
  • Provide ad-hoc support for interviews, event attendance, and travel coordination .
  • Assist with networking, business research, and recruitment efforts .

    • Communication & Coordination

  • Serve as a liaison between executives, internal teams, and external stakeholders .
  • Foster a positive and collaborative work environment .
  • Relay updates, messages, and priorities to relevant parties.

    • Requirements

    Qualifications & Requirements

  • 3 years of experience as an Executive Assistant, Personal Assistant, or similar role.
  • Strong organizational, time management, and multitasking skills .
  • Excellent written and verbal communication skills .
  • Tech-savvy with experience in CRM, project management tools, and Microsoft / Google Suite .
  • Ability to handle confidential and sensitive information with discretion .
  • Strong problem-solving skills and ability to work independently .
  • A proactive attitude and the ability to anticipate needs before they arise .
  • Flexibility to handle both professional and personal responsibilities .

    • Preferred Qualifications

  • Experience in healthcare, mental health, or corporate executive support .
  • Familiarity with Zoho, Notion, Asana, or similar tools .
  • Background in event coordination, HR support, or business development .

    • 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.

    Salary : $65,000 - $85,000

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