Job Summary
We are seeking an exceptionally organized, proactive, and highly resourceful Personal Administrative Assistant in a fast-paced, high-accountability environment to provide comprehensive administrative, logistical, and operational support to two busy physicians.
The ideal candidate must be able to manage multiple competing priorities, adapt quickly to changing demands, and consistently meet time-sensitive deadlines while maintaining exceptional attention to detail. We are seeking someone who is a strategic problem solver capable of independently managing personal affairs, coordinating family logistics, overseeing financial and administrative responsibilities, and serving as a trusted liaison with legal, financial, medical, educational, and service professionals. This position demands exceptional attention to detail, outstanding organizational skills, and the ability to maintain strict confidentiality.
Success in this role requires someone who:
- Thrives in a dynamic and fast-paced environment with discretion and professionalism where priorities may shift throughout the day.
- Is highly organized, resourceful, and proactive, with the ability to anticipate needs before they arise.
- Demonstrates a strong sense of ownership and follows tasks through to completion with minimal supervision.
- Maintains professionalism, discretion, and composure while handling confidential information and urgent requests.
- Possesses excellent time management skills and consistently delivers accurate, high-quality work within established deadlines.
This position is best suited for someone who enjoys being challenged, takes pride in delivering exceptional support, and is motivated by helping executives operate at their highest level.
Duties
- Manage and coordinate executive calendars, scheduling meetings, appointments, and business travel arrangements with precision using tools like Microsoft Outlook Calendar and Google Workspace
- Provide comprehensive administrative support including email and physical mail correspondence
- Process bill payments, maintain financial records, and organize documentation for tax preparation.
- Coordinate with vendors, contractors, property managers, and service providers for multiple residential properties.
- Assist with legal, corporate, and regulatory documentation, including renewals, permits, and compliance filings.
- Research, source, and procure products and services while ensuring quality and cost-effectiveness.
- Coordinate family logistics, including children's activities, healthcare appointments, and special events.
- Plan and coordinate family travel, celebrations, and other special projects.
- Maintain organized electronic and physical records and ensure timely follow-up on action items.
- Liaise with attorneys, accountants, financial advisors, medical offices, schools, and other external stakeholders as needed.
- Prepare meeting notes, track action items, and support ongoing administrative projects.
- Perform other executive and personal administrative duties as assigned.
- Maintain confidentiality when handling sensitive information and documents using secure platforms like DocuSign and other productivity software
Requirements
- 5+ years of proven experience as a Personal Assistant or Executive Administrative Support role with strong office management skills
- Exceptional organizational skills with the ability to prioritize tasks effectively in a fast-paced environment
- Excellent organizational and time management skills with the ability to prioritize competing demands.
- Strong written and verbal communication skills.
- High level of discretion, professionalism, and attention to detail.
- Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint), Google Workspace, and video conferencing software such as Zoom or Microsoft Teams
- Strong interpersonal skills including phone etiquette, customer service orientation, and collaboration with C-suite executives
- Ability to handle confidential information discreetly while maintaining professionalism at all times
- Self-motivated, resourceful, and able to work independently.
Pay: $72,000.00 per year
Benefits:
Work Location: In person
