Remote Executive Assistant (Night Shift, WFH)

READ FIRST: Please apply by creating a short video with Loom to explain why you are the best person to fill this position. The shorter the video, the better.

I am seeking an experienced, highly organized, and detail-oriented Executive Assistant to support and assist the CEO of a California medical practice. The successful candidate will be responsible for working closely and independently with his or her Principal on the responsibilities below. Note that the responsibilities will begin with helping develop a shared Google Contacts database across a small business (Google Suite experience is essential). Once success is found here, responsibilities will expand to include more fully the list below.

The ideal candidate must demonstrate exceptional interpersonal skills, fluency in written and spoken English, a strong work ethic, and a commitment to maintaining the highest standards of excellence and discretion.

RESPONSIBILITIES - Executive Assistant

GOOGLE CONTACTS DATABASE
The Principal leads a small medical practice and is building out a shared Contacts database which includes specialist physicians and other experts, including physical therapists, nutritionists, trainers, as well as other vendors, including imaging centers, pharmacies, and home nursing providers. Responsibilities will include collecting relevant information and entering it into the database as well as maintaining the database as information changes.

Once settled in and underway, future responsibilities may include:

CALENDAR
- Manage the Principal's personal calendar, scheduling appointments and coordinating events.
- Integrate and cross-check the personal calendar with the work calendar.
- Help plan and coordinate activities and events.

OTHER TASKS
- Conduct research and assist with personal projects as requested.
- Perform ad-hoc tasks and errands as required, demonstrating flexibility and adaptability.

COMMUNICATION
- Handle correspondence, emails, and phone calls with discretion and professionalism.
- Daily inbox review, triage, and folder organization
- Responses drafted and saved for our review

SOCIAL
- Reminders for special occasions and milestones
- Plan regular dates and extraordinary experiences for the Principal and partner
- Finds local events and activities based on your personal interests
- Sends hand-written cards, gifts, and well wishes as directed

Requirements:
- Bachelor's degree or relevant certification in management or a related field.
- Experience as an executive assistant or personal assistant is preferred.
- Exceptional organizational, time-management, and multitasking skills.
- Minimum of 1 year of Google Suite experience
- Excellent spreadsheet skills with both Excel and Google Spreadsheets
- Strong interpersonal and communication skills; fluent in English (additional languages are a plus).
- Discreet, trustworthy, and able to maintain strict confidentiality.
- Flexible and adaptable to changing circumstances, priorities, and schedules as required. Tech-savvy, comfortable with relevant software and tools, and primarily written correspondence.
- Service-oriented with a hands-on, can-do attitude and a humble personality.

Core Values:
- Conscientious: Attention to detail. Finishes duties mindfully, effectively, and promptly.
- Dedication: Shows a deep commitment to the role and the principals.
- Accountable: Takes ownership of tasks and completes thorough due diligence.
- Independent: Thinks and acts independently. Able to be self-taught and keep improving.
- Resilience: Never complains or shies away from work. Welcome harsh feedback and can thrive under pressure.
- Learn from mistakes: Admit mistakes upfront. Learns and grows from mistakes.

Required skills:
- Attention to detail
- Flexibility and adaptability
- Problem-solving skills
- Time management and organizational skills
- Excellent communication skills in written and spoken English
- Ability to follow plans and stick to them

Required equipment
- Laptop
- Fast internet
- Clear mic
- Camera
- Smartphone

Time commitment
- 40+ hours per week
- Work hours: Monday - Friday from 7:00 AM-4:00/6:00 PM Pacific Standard Time USA with a 1-hour lunch break
- 100% focused on the principals – no side jobs

To apply:

1. COMPLETE THE PERSONALITY TEST
- Personality: www.16personalities.com/

2. Send the screenshots of the test results to the below email along with the additional outputs requested:
- Short Loom video
- Cover letter (tell us why you are perfect for this role)
- Current resume


Email the above to jeanie@norther.com.au