Executive Assistant

To apply, you will only have to fill a short form on our website that will take you less than 5 minutes.

 

Job Title: Executive Assistant

 

About the Company:

Our client helps children and adults develop underdeveloped areas of the brain so they can function at their full potential.

 

Job Description:

Our client is looking for an Executive Assistant to support their founder. This role involves managing the founder's daily administrative tasks. You will also handle client communication and support clinic operations. This is a key role in ensuring the smooth running of the business.

 

Responsibilities of the role:

• Manage the founder's inbox, calendar, and daily administration.

• Prepare documents, briefs, and materials for meetings.

• Flag upcoming deadlines before they become urgent.

• Draft, send, and track client contracts and other paperwork.

• Turn the founder's ideas into action plans and follow them to completion.

• Answer and return phone calls and emails from families, clients, and partners in English and Spanish.

• Schedule, confirm, and reschedule client appointments by phone.

• Keep client records and schedules up to date in the CRM.

• Own scheduling and coordination across therapists, trainers, and clients.

• Monitor office supplies and arrange reorders.

• Build and maintain systems and standard operating procedures.

• Join daily team huddles and track action items.

 

Required Experience and Qualifications:

• Fluent English and Spanish, spoken and written.

• You are a fast learner who executes tasks without needing step-by-step direction.

• You are proactive and quick-thinking.

• You are highly organized and can manage many tasks at once.

• You have experience as an executive assistant, admin coordinator, or in a similar operations role.

• You are comfortable on the phone with clients.

• You are confident with CRMs, scheduling, and calling software.

• C2 English level.

 

Preferred Skills:

• Background or strong interest in neuroscience, psychology, or education.

• Teaching experience or understanding of how children learn and learning difficulties.

• Experience in a clinic, therapy practice, or other client-facing service business.

 

Personality:

• Detail-oriented.

• Takes initiative.

• Works independently.

• Collaborative.

 

Software & Tools:

• vCita.

 

Schedule:

Monday, Tuesday, Wednesday, Thursday, Friday

09:00–17:00 ET

40 hours per week

 

Salary and Benefits:

• Payment in USD or Local Currency according to candidate's preference.

• Full-time remote opportunity.