Description

Summary :

The Executive Assistant will be responsible for managing the day-to-day operations of the Executive Office while serving as primary liaison to internal and external contacts on behalf of the CEO.

Functions as an extension of the CEO by anticipating needs and proactively addressing issues with an emphasis on sound judgment, initiative, and confidentiality, with appropriate but minimal direction.

This position facilitates efficient execution of the CEO’s daily responsibilities by vetting internal and external requests, directing assignments to appropriate staff, working closely with the CEO’s direct report team.

The Executive Assistant will manage internal and external correspondence, monitor the Executive Office, spearhead special projects for the CEO, prepare and manage special events.

Liaison must be able to interface successfully with internal departments and external contacts using diplomacy and discretion.

The Executive serves as the CEO’s ambassador in dealing with key external contacts, executive members, and other leaders of the organization.

Duties :

• Communicates the CEO’s directives by coordinating and overseeing workflow in a fast-paced, rapidly changing work environment.
• Disseminates pertinent information to staff on behalf of the CEO.
• Advises the CEO on organizational and departmental priorities as appropriate and drives and supports necessary content preparation.
• Provides oversight of the preparation of all materials for the CEO’s schedule including travel, speeches, presentations, correspondence, and other administrative functions.
• Serves as the liaison and gatekeeper to Executive team, Management team and staff seeking contact with the CEO’s office, ensuring timely and appropriate management of all inquiries that come to the CEO’s office.
• Monitors internal and external deadlines and action items for the CEO and provides appropriate reminders.
• Judiciously manages the CEO’s demanding schedule.
• Coordinates mailings and drafts correspondence from the CEO.
• Manages special projects, including but not limited to special events, meetings, and other tasks as requested by the CEO.
• Communicates regularly with members of the Executive team on behalf of the CEO.
• Provides strategic input into the planning of all Executive committee and Leadership meetings based on the priorities and requests of the CEO.
• Works with the CEO to develop the meeting agendas and content, and to identify the specific action / follow-up items from each such meeting;

may also be required to provide oversight of the development and distribution of the minutes from these meetings.

Education and Experience :

Bachelor’s degree : Masters is preferred. Strong work tenure : three to five years of experience working in direct support and advisory role of a senior leader in management, operations, or communications.

Familiarity with healthcare and management. Experience in working with leadership team. Expert proficiency in Microsoft Office (Outlook, Word, Excel) including experience management of a CEO’s electronic calendar and inbox.

Knowledge, Skills, and Abilities :

A trusted advisor to the CEO. Proven ability to multi-task and prioritize responsibilities in fast-paced work environment.

Excellent attention to details and conscientious in adhering to deadlines and deliverables. An independent thinker who can bring the maturity, initiative, creativity, energy, discipline, and commitment needed to support the CEO and collaborate with the Executive Team.

A high-level performer with the ability to be proactive and respond rapidly to changing conditions in a fast-paced environment.

Highly collaborative with an appreciation of the benefit of a multi-disciplinary team approach; demonstrated ability to work with and function as part of a team.

Strong organizational and creative problem-solving skills are necessary. Strong oral and written communication skills; experience using social media for business or professional purposes.

Skilled at dealing with internal and external partners both respectfully and professionally and with diplomacy and tact.

Ability to work flexible hours, including evenings and weekends as needed. Highly discrete and able to be trusted with confidential information relating to the organization and its staff.

Personable, productive, organized and customer-focused with a positive attitude.

Work Environment : Depending upon the area assigned, may be 100% clinical setting or office setting in a clinical environment.

Exposure to communicable diseases, bodily fluids, toxic substances, ionizing radiation, medicinal preparations, and other conditions common to a clinic environment.

On-site work outside. Works in conditions of heat, cold, wet, dust, rain. Occasional evening or weekend work.

Physical Demands : Requires manual dexterity, sitting, standing, stooping, reaching, kneeling, crouching, bending, walking, lifting up to 40 lbs.

Close vision and ability to adjust focus.

The above job description is not intended to be an all-inclusive list of duties and standards of the position. Incumbents will follow any other instructions, and perform any other related duties, as assigned by their supervisor.

Reasonable accommodations may be made to enable otherwise qualified individuals with disabilities to perform the essential functions of the job.

Qualifications

Skills

Behaviors

Motivations

Education

Experience

Licenses & Certifications

Omni Therapy, a leading provider of integrative health and wellness services, is seeking a dynamic and highly-organized Executive Assistant to join our team.

As an Executive Assistant, you will be responsible for providing high-level administrative support to our management team and ensuring the smooth operation of our healthcare organization.

If you have exceptional organizational skills, outstanding communication abilities, and a passion for healthcare, we encourage you to apply.

Responsibilities

• Manage and maintain executive schedules, including arranging appointments, meetings, and travel itineraries
• Coordinate and execute day-to-day administrative tasks, such as answering calls, responding to emails, and handling correspondence
• Prepare reports, memos, letters, and other documents, using Word, Excel, PowerPoint, and other software applications
• Organize and file confidential documents and sensitive information
• Monitor and track departmental budgets and expenses, and prepare financial reports
• Participate in meetings, take minutes, and distribute agendas and other materials
• Assist with various HR and recruitment tasks, including scheduling interviews, coordinating onboarding, and managing employee records

Requirements

• 2+ years of experience in an executive assistant, administrative assistant, or similar role
• Excellent verbal and written communication skills
• Exceptional organizational and time-management skills
• Strong attention to detail and ability to manage multiple priorities simultaneously
• Proficiency in Microsoft Office Suite and other office software
• Ability to maintain confidentiality and handle sensitive information in a professional manner

Benefits

Join the team and get all you deserve :

• An excellent working environment
• Health Insurance
• Vision Insurance
• Life Insurance No Cost to employee
• 401K with Profit Sharing

Benefits

• Remote work with flexible hours

Job Summary :

Under general supervision, responsible for providing advanced administrative support for senior management and executives.

Job Duties :

• Prepares correspondence, memoranda, reports, or related documents and materials.
• Initiates routine and non-routine correspondence / memoranda as needed.
• Prepares and submits requisitions, forms, reimbursements, and vouchers for vendors and staff.
• Monitors emails and assist with timely and appropriate responses for priority matters.
• Screens and routes calls and visitors, as appropriate, and resolves routine and complex inquiries.
• Schedules and maintains calendar of appointments, meetings and travel itineraries, and coordinates related arrangements accordingly.
• Assists in directly organizing and obtaining documents needed for meetings.
• Drafts agendas, and prepares and distributes meeting minutes.
• Manages meeting logistics and takes appropriate actions as needed to ensure successful outcomes.
• Organizes and maintains files and key documents for appropriate record keeping.
• Serves as administrative liaison and first point of contact for resource to departments and offices within the institution regarding policies and procedures.
• Performs all other duties as assigned.

Education :

Bachelor's degree in related field is required.Will accept experience in lieu of degree.

Experience :

Five (5) years of related experience is required.

Preferred :

Experience in Higher Education.

Executive Assistant needed in the San Antonio, TX area. With the help of this individual, the architects are hoping to focus more on their projects and much less on the back-end / daily administrative tasks.

We are looking for an exceptional candidate who is willing to go above and beyond - just like other members of this team do on a daily basis.

We are looking for someone that has a servant's heart and wishes to free up these talented architects to help them do what they’re good at doing.

The candidate should have a proven track record of creating and implementing systems and procedures in an office atmosphere.

This person will have a strong sense of urgency and must enjoy "to-do lists". The ideal candidate will work well with minimal supervision, gradually taking on more responsibility and leadership within the team.

Compensation :

• Salary Range : $50,000 - $60,000
• Paid Time Off (PTO)
• Health Benefits
• 401k match
• Rapid growth potential

Compensation :

$50,000 - $60,000 yearly

Responsibilities :

• Supports and prioritizes the needs of assigned Leaders and their teams.
• Manages and coordinates multiple calendars, both individual and team specific.
• Prepares presentations, agendas, reports, special projects, and other documents in support of objectives for the organization.
• Schedules client meetings for principals and team.
• Identifies, organizes, and implements administrative projects independently in accordance with deadlines.
• Ensures architectural licenses are updated and accurate while maintaining AIA credits for recording with the Licensure Department.
• Responsible for organizing tasks by level of urgency. Ensures the day-to-day tasks are well organized and efficient.
• Manages sensitive matters with a high level of confidentiality and discretion.
• Flexible hours as required by the needs of business for special projects and meetings outside of business hours.
• Maintaining and improving database management system(s).
• Screening and directing phone calls; distributing correspondence.
• Handling requests and queries appropriately.
• Assisting clients and helping them to have an extraordinary experience.
• Managing day-to-day office operations.
• Tracking expenses accurately and creating effective budgets.
• Receiving and routing mail at the office.
• Handling basic bookkeeping and invoicing.
• Attend important events and build relationships with previous and potential clients.

Qualifications :

• Minimum of 2 years experience as a high-functioning administrative assistant to senior leaders or equivalent corporate experience.
• Demonstrates excellent interpersonal, written, and verbal communication skills.
• Demonstrates strong organizational and time management skills.
• Exhibits initiative, problem-solving, and decision quality with great attention to detail in a fast-paced environment.
• Effectively communicates with supervisors through timely and appropriate written, oral, and visual means.
• Tech-savvy. Advanced computer skills including document and presentation preparation; database creation and management;

contact management; research and high proficiency in Microsoft Office and Google Workspace.

• Able to work independently to support a team and appropriately manage time.
• Discretion and confidentiality.
• Customer service focus.
• College degree preferred.
• Comfortable handling strong personalities.
• Must be thorough and Love to-do lists.
• This person must have a Can and Will Do attitude.

About Company

CREO is an architecture firm with a commitment to innovation and a desire to nurture an entrepreneurial spirit. At the core of our practice is a belief in the power of creativity and passion to pursue it to improve the built environment.

We foster a culture of innovation and self-discipline, freedom and responsibility, and do not discriminate on projects by scale or budget, but rather welcome the challenge to exercise restraint, and design within the given parameters.

All design projects are an opportunity to positively influence our surroundings, and at CREO we view it as a privilege to help you seize those opportunities.

We’re looking for a professional, proactive, highly-organized executive assistant to play a key role in our growing team.

You’ll be responsible for assisting our high-level executive with administrative duties such as making travel arrangements, overseeing itineraries, answering phone calls, and managing our office filing system.

If you love the idea of stepping into a versatile role and working closely with leadership, we want to hear from you! Compensation :

$53,000

Responsibilities :

• Serve as the main contact for high-level executive
• Make sure basic bookkeeping duties are completed in a timely manner
• Manage office duties such as organizing filing systems and ordering office equipment and supplies
• Help prepare meetings and take detailed minutes
• Make sure executive schedules including travel arrangements, itineraries, and team meetings, are organized and up-to-date

Qualifications :

• Strong organizational skills, communication skills, time management skills, and interpersonal skills
• Must be comfortable using Microsoft Office
• High school diploma or G.E.D. required
• Experience handling confidential information and adhering to strict deadlines
• At least 2+ years of experience as an executive assistant, or experience performing supportive duties

About Company

43 Realty is a successful San Antonio-based Real Estate Agency.

At 43 Realty, we have a Client-first mentality. We exist to serve the needs of our Clients whether that is buying, selling, or property management.

We deliver a winning experience and ensure that we maintain life-long, trusting relationships with all of our Clients well after every transaction.

Our qualified team brings consistent and effective communication, as well as a network of resources that are exclusive to our Clients.