Executive Assistant and Office Manager - Psychiatreat

About Us:

We are leaders in the healthcare mental health industry, managing back-office operations for multiple clinics. Our mission is to deliver exceptional support to enhance the efficiency and quality of our services. As a rapidly growing organization, we are seeking a dynamic and versatile Executive Assistant and Office Manager to streamline operations, optimize productivity, and enable us to focus on top-level strategic priorities.

Position Summary:

The Executive Assistant and Office Manager will work closely with both executives, providing comprehensive administrative, operational, and managerial support. The ideal candidate is highly organized, proactive, tech-savvy, and an excellent communicator who thrives in a fast-paced environment. This role is pivotal in ensuring our time and resources are utilized effectively to achieve business goals.

Key Responsibilities:

Administrative Support:

• Manage executives' calendars, schedule meetings, and prioritize appointments.
  

• Prepare meeting agendas, take detailed minutes, and send recap notes with action items.
  

• Draft, edit, and proofread correspondence, reports, and presentations.
  

Office Management:

• Oversee daily office operations and ensure a well-organized work environment.
  

• Manage office supplies, vendor relationships, and maintenance needs.
  

• Coordinate team schedules, meetings, and office activities/events.
  

Project & Task Management:

• Update and maintain CRM and project management systems.
  

• Track and oversee task delegation to ensure timely completion.
  

• Assist with workflow optimization and process improvements.
  

Operational Efficiency:

• Act as a gatekeeper, managing schedules and ensuring alignment with strategic priorities.
  

• Handle personal and professional tasks, including travel itineraries, purchasing, and errands.
  

• Provide ad-hoc support for interviews, event attendance, and other tasks as needed.
  

Communication & Coordination:

• Serve as a liaison between executives, teams, and external stakeholders.
  

• Foster a positive and collaborative work environment.
  

• Relay updates, messages, and priorities effectively to all relevant parties.
  

Requirements

Qualifications:

• Proven experience as an executive assistant, office manager, or in a similar role.
  

• Exceptional organizational and time-management skills.
  

• Strong written and verbal communication abilities.
  

• Proficiency in CRM systems, project management tools, and MS Office Suite.
  

• High level of discretion and professionalism in handling confidential information.
  

• Ability to multitask, prioritize, and adapt to shifting priorities.
  

Preferred Skills:

• Experience in healthcare or mental health industries.
  

• Familiarity with travel coordination and itinerary planning.
  

• A people-oriented mindset with excellent interpersonal skills.
  

• Problem-solving capabilities with a proactive, can-do attitude.
  

Benefits

Compensation & Benefits:

• Salary Range: $65,000–$85,000 annually, based on experience and qualifications.
  

• Performance Bonuses: Annual bonus opportunities based on individual and company performance.
  

• Full Benefits Package:
  

  • Medical insurance with company contribution.
    

  • Full dental, vision, and life insurance.
    

  • 401k with up to 4% company matching.
    

• Time Off:
  

  • 15 days PTO annually.
    

  • 6 paid holidays off.
    

  • Sick days (as per NY State).
    

• Professional Development: Annual training allowance for courses, certifications, or conferences.
  

What We Offer:

• A dynamic and collaborative work environment.
  

• Opportunities for professional growth and development.
  

• The chance to make a significant impact in a growing company.