This is a remote position.
Athriving mental health group practice dedicated to providing compassionate and evidence-based therapy and psychiatric services to individuals, couples, and families in California. Our mission is to foster healing, growth, and well-being, and we're looking for a highly organized and proactive Executive Assistant to join our supportive team.
About the Role
We're seeking a detail-oriented and adaptableExecutive Assistantto provide comprehensive support to our [e.g., Clinical Director, CEO, Senior Partners]. This isn't just about scheduling; you'll be a vital part of our operational efficiency, handling a blend of financial, business, and administrative tasks. You'll need to be comfortable managing multiple priorities, anticipating needs, and stepping in for on-demand tasks during work hours to ensure our leadership can focus on strategic initiatives and clinical excellence.
Key Responsibilities
Financial & Business Operations
- Financial Administration:Assist with processing invoices, managing expense reports, reconciling basic accounts, and liaising with our billing department or external accountant.
- Data & Reporting:Compile and analyze operational data from SimplePractice and other portals to generate reports for leadership, identifying trends and insights.
- Vendor Management:Support in managing relationships with vendors, including tracking contracts and ensuring timely payments.
- Project Support:Assist with special projects related to business development, marketing, or practice expansion, including research, data compilation, and presentation preparation.
Administrative & Executive Support
- Calendar & Communication Management:Expertly manage complex calendars, including scheduling appointments, meetings, and travel. You'll act as a primary point of contact, screening calls, drafting professional correspondence, and ensuring seamless communication flow.
- Meeting Coordination:Organize logistics for internal and external meetings, prepare agendas, take accurate minutes, and track action items to ensure follow-through.
- Document Management:Prepare, edit, and proofread sensitive documents, reports, and presentations with impeccable accuracy. Maintain organized digital and physical filing systems.
- Office & Resource Management:Order and manage office supplies, subscriptions, and other resources for executive functions.
Technology & Systems
- Google Workspace Mastery:Leverage Google Calendar, Gmail, Docs, Sheets, and Slides to streamline workflows and enhance collaboration.
- SimplePractice & Portal Management:Utilize SimplePractice for administrative tasks, pull reports, and navigate other healthcare or business portals efficiently. Always maintaining confidentiality.
- On-Demand Support:Be readily available to handle urgent requests and unforeseen tasks that arise during work hours, demonstrating flexibility and a problem-solving mindset.
What You Bring
- Experience:Minimum of 3 years of experience as an Executive Assistant, ideally within a healthcare, mental health, or professional services environment. Experience supporting multiple executives is a plus. Experience with managing larger teams as we are 45+ employee
- Tech Savvy:Advanced proficiency inGoogle Workspace (Gmail, Calendar, Docs, Sheets, Slides)is a must. Strong familiarity withSimplePracticeor similar EHR systems, and comfort learning new software/portals quickly. Utilizing Gemini and experience with implementing automation of tasks.
- Organizational Prowess:Exceptional organizational skills with a proven ability to manage multiple priorities, meet deadlines, and execute tasks with a high degree of accuracy and attention to detail.
- Communication Skills:Superior written and verbal communication skills; you can craft professional emails, reports, and presentations.
- Proactive & Discreet:A self-starter who anticipates needs, solves problems independently, and handles highly sensitive and confidential information with the utmost discretion and integrity, adhering strictly toHIPAA regulations.
- Adaptability:Ability to thrive in a dynamic environment, responding effectively to on-demand requests and shifting priorities.
- Education:Bachelor's degree preferred; equivalent combination of experience and education will be considered.
Independent Contractor Perks
- HMO Coverage in eligible locations
- Permanent work from home
- Immediate hiring
- Steady freelance job
Originally posted on Himalayas
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