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.
• Medical: Previous medical experience or medical industry knowledge would be very beneficial.
• 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.