Executive Assistant to CEO

Key Responsibilities:

The following is a representation of some of the main areas of focus for our Executive Assistant to CEO. For the full job description, please contact us for more detailed information. Essential Job Responsibilities:

Executive Support & Administration

Proactively manage the CEO's complex calendar, prioritize high-value meetings, protect his time, and resolve scheduling conflicts.

Serve as a primary point of contact for internal and external inquiries, managing emails, routing requests appropriately, and drafting correspondence on behalf of the CEO.

Coordinate logistics for leadership meetings, including preparing agendas, taking detailed meeting minutes, and tracking follow-up action items.

Anticipate the CEO's administrative needs and ensure he is fully prepared with the necessary documents, information, and logistics ahead of meetings and engagements.

Maintain organized task and project tracking to ensure important priorities and follow-up items remain on track.

Proactive Health Solutions (PHS) Support

Serve as an administrative point of contact for potential PHS clients and business partners, responding to inquiries with energy, professionalism, and polished communication.

Track, organize, and manage potential client leads throughout the introductory pipeline.

Coordinate discovery calls, client presentations, consultations, and other PHS meetings.

Partner closely with the CEO to capture action items from client meetings and ensure follow-up emails, proposals, and materials are prepared and sent accurately and promptly.

Help maintain an organized and efficient process for moving prospective clients through the PHS introduction and engagement process.

Required Skills:

Exceptional attention to detail and strong organizational skills, with the ability to manage multiple priorities and ensure nothing falls through the cracks.

Excellent written and verbal communication skills with the confidence to interact professionally with corporate clients, medical professionals, business partners, and internal leadership.

Highly proactive and resourceful with the ability to identify problems, anticipate needs, and bring potential solutions.

Strong interpersonal skills and a personable, welcoming communication style.

Ability to exercise sound judgment and maintain discretion when handling sensitive corporate, financial, and personal information.

Ability to work independently, take ownership of responsibilities, and keep projects and priorities moving forward.

Proficiency with modern productivity and business tools, including Microsoft 365, CRM tools, and scheduling software.

Preferred Experience:

Previous experience supporting a CEO, executive, senior leader, or leadership team.

Experience managing complex calendars, scheduling, correspondence, and meeting logistics.

Experience working with clients, customers, business partners, or other external stakeholders in a professional setting.

Experience with CRM systems, lead tracking, sales or business development support.

Experience coordinating meetings, presentations, or client consultations.

Experience in a fast-paced environment requiring a high level of independence, organization, and follow-through.

Incentives/Benefits:

Medical, Dental, Vision and Life/AD&D benefit options

401(k) Retirement Program with Company Match

Vacation and Holiday Pay

Sick Pay (in accordance with State and City law)

Free Fit Societe gym membership

Discounts on Massage Therapy

Compensation: $25.00–$35.00/hour, depending on experience and qualifications