Executive Assistant (Job ID: BLEJAZ1EA)
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C1 ENGLISH LEVEL IS REQUIRED. THE SELECTED CANDIDATE WILL BE SPEAKING STRICTLY IN ENGLISH DURING THEIR WHOLE SHIFT.
PLEASE SUBMIT YOUR RESUME AND AUDIO RECORDING IN ENGLISH
About the Client:
Our client is a high-growth entrepreneur and healthcare founder based in New Jersey (EST) who leads a multi-specialty medical practice spanning pain management, chiropractic care, physical therapy, and orthopedics. Beyond healthcare operations, he manages an expanding real estate portfolio of 9 rental properties, an active commercial construction project, and the upcoming launch of a high-end Med Spa. Operating across multiple high-stakes ventures, he requires a sharp, adaptable administrative anchor to streamline operational chaos, manage key stakeholders, and free up critical bandwidth for strategic growth.
About the Role:
Are you a forward-thinking, operationally sharp Executive Assistant looking to serve as the strategic right hand to a visionary leader?
As the founder’s first dedicated Executive Assistant, you will play a central role in driving structure across healthcare, real estate, and new business ventures. This is not a passive task-managing role—you will actively optimize workflows, untangle administrative bottlenecks, and establish delegation systems from the ground up. If you thrive on variety, balance high-level oversight with fine-detail execution, and take pride in keeping multi-faceted projects moving seamlessly, this position offers an extraordinary opportunity to shape an executive's daily operations.
Key Responsibilities
Financial & Real Estate Support
- Bookkeeper Liaison: Assist with organizing and compiling monthly bank and credit card statements across business accounts, serving as the daily point of contact for the external bookkeeping team.
- Basic Financial Entry: Perform light data entry in QuickBooks using designated user permissions.
- Property Tracking: Maintain organized operational spreadsheets to track updates for a 9-property rental portfolio.
Inbox, Admin & Operations
- Inbox Triage: Monitor incoming emails, highlight urgent items, and draft preliminary responses for the founder's review.
- Administrative Operations: Assist with back-office paperwork, digital document distribution, and operational follow-ups.
- Communications: Handle vendor outreach via business VoIP softphone, email, or messaging apps.
Vendor Coordination & New Projects
- Project Support: Help research and vet third-party vendors (e.g., marketing/SEO agencies for the new Med Spa launch).
- Meeting Summaries: Sit in on vendor discovery calls to record key takeaways, take meeting notes, and summarize action items.
- System Migration: Assist with initial data entry and setup during the ongoing transition to the ModMed EHR system.
Travel & Personal Logistics
- Travel Coordination: Manage monthly travel logistics (flights, hotels, and itineraries) for regular work trips.
- Personal Support: Assist with occasional personal administrative tasks to keep the founder’s schedule running seamlessly.
SOPs, AI & Daily Alignment
- SOP Creation: Document step-by-step processes for daily workflows to build a clear internal knowledge base.
- AI Productivity: Leverage AI tools (such as Claude or ChatGPT) to help troubleshoot daily workflows, automate routine tasks, and improve overall efficiency.
Qualifications, Skills & Requirements
- Executive Support Experience: Proven track record as an Executive Assistant, Operations Assistant, or right-hand partner supporting busy business owners or executives.
- Communication Skills: Exceptional written and spoken English skills with clear, professional articulation across phone, email, and messaging platforms. (Bilingual Spanish is a plus, but not required!)
- Tech & Spreadsheet Savvy:
- Proficiency with Microsoft Office (Excel & Word) and Gmail.
- Basic familiarity with QuickBooks (or willingness to learn basic data entry).
- Comfort using modern tools like VoIP softphones, video conferencing platforms, and AI tools (such as Claude).
- Self-Starter Mindset: Proactive, solutions-oriented, and comfortable taking ownership of tasks to free up executive time.
- Discretion & Trust: High level of integrity when handling confidential business, financial, and personal information.