We’re Hiring!

Job Description for Executive Assistant to the CEO

Part Time Position, Potential Full Time

Pay $20-22/hr 

Company Overview

Opened in 2018 by Dr. Tea Nguyen, Pacific Point Podiatry is a concierge-like medical clinic that specializes in the diagnosis and treatment of foot and ankle problems. The mission is to deliver exceptional customer service and eliminate hassles that are seen in traditional practices like impersonal phone trees, long waits for appointments, disturbingly short visits, and surprise billing. We pride ourselves in offering the exact opposite, which is direct medical access, personalized care, and transparent pricing. We are looking for an exceptional Executive Assistant who supports the vision of CEO Dr. Tea Nguyen to join the team. If you are a highly organized administrative person with experience supporting C-level executives, read on to learn more about this exciting opportunity!

Position Overview

• This is a part-time role with potential for full-time, reporting to the CEO. For this role, you’ll need to live in or near Santa Cruz County, CA and be willing to travel 25% of the time. There is some option to work remotely on occasion 1-2 days per week. Typical hours for this role are 8:30a - 2:30p Monday-Friday, starting with up to 10 hours per week until core competencies have been demonstrated. On rare occasions, there is a need to work additional hours on evenings and weekends during work-related events throughout the year such as tabling events, networking, etc. 

Mission

• The mission of the Executive Assistant (EA) is to stay five steps ahead of their leader, tracking all of the administrative details, and clearing the path for her to make her greatest contribution to the business. The EA will be a key asset to the CEO by anticipating needs at an exceptionally high level, allowing her to develop the vision and strategy for all aspects of Pacific Point Podiatry so that we can reach our revenue and profitability goals

• While repetitive tasks are certainly part of this position, the tasks assigned can vary from week to week based on the CEO’s needs and the needs of the business. The most important responsibility of the EA is to ensure that administrative tasks and projects are completed at a high level of efficiency, confidentiality, accuracy, flexibility, and positivity to support the initiatives of the CEO.
  

Responsibilities

The Executive Assistant will have the following responsibilities:

• Meeting with the CEO including preparing agenda, printing reports, taking notes, distributing action items, and arranging catering within budget

• Communicating on the CEO’s behalf both internally and externally

• Email management on behalf of the CEO

• Communicating with team members as needed

• Running errands and attending in-person meetings multiple times per week

• Calendar management and scheduling

• Varying personal and professional administrative tasks including, but not limited to, booking appointments, research projects, coordinating marketing events, etc

• Light upkeep of social media handles, content creation, regularly posting and responding to messages on behalf of the CEO

Proficiencies

• Quality Communication: The EA must be an excellent communicator, in both written and oral form. This includes proficiency in spelling, grammar, and punctuation. This also includes being able to take a large amount of information and summarize it quickly on a regular basis. You must also be able to track communication (and be very responsive) across multiple channels without losing any details. Those channels could include in-person meetings, virtual video calls, text messages and/or emails.

• High Level of Discretion: Since our EA will regularly work with confidential information, discretion and sensitivity regarding financial information or patient-sensitive information is a must.

• Team Player: In addition to working directly with the CEO, the EA will also work with other team members. They’ll need to be able to collaborate and communicate well with these team members, maintaining a can-do spirit and not complaining, making excuses, or gossiping. 

• Anticipating Needs: As a part of our commitment to enabling the CEO to serve our company and patients at the top of her game, our EA will strive to anticipate needs and eliminate friction at work and home whenever possible. This means you know how to stay five steps ahead of your leader, clearing the path for her to make her greatest contribution. 

• Affinity for Technology: Our EA will be a technologically savvy Mac user and will not be intimidated by learning new technology. Proficiency in the following tech platforms is ideal: Zoom, Google Suite, Trello, Dropbox.

Requirements:

• Education: Bachelor’s degree, preferred

• Experience: 2-4 years supporting c-suite executive(s)

• Physical: Ability to drive, bend, reach and lift boxes up to 30 pounds

• Job Type: Part Time, possibly Full Time

Application Instructions:

To apply, use this link to submit or use the box below:

1. A cover letter about how you heard about us

2. A PDF of your resume and relevant experiences in c-level assistance

3. Optional reports that help us know about your strengths

   1. StrengthsFinder Top 5 Strength Report

   2. Kolbe A Index Assessment