Executive Assistant to CEO

About the role

Rehab United is a family-owned private practice offering physical therapy, massage/wellness and fitness services across seven clinic locations in San Diego County. It is looking for a highly organized, personable and results-driven Executive Assistant to the CEO who will act as the CEO's organizational backbone and also support the growth and operations of its secondary business, Proactive Health Solutions (PHS).

Key responsibilities

• Manage the CEO's calendar proactively, prioritize high-value meetings, protect his time and resolve scheduling conflicts.
• Serve as a main point of contact for internal and external inquiries, handle emails, route requests and draft correspondence on the CEO's behalf.
• Coordinate leadership meetings: prepare agendas, take detailed minutes and track follow-up action items.
• Anticipate the CEO's administrative needs so he is prepared with documents and information before meetings and engagements.
• Maintain organized task and project tracking so priorities and follow-ups stay on track.
• Act as administrative point of contact for potential PHS clients and partners, track and manage leads through the introductory pipeline, and coordinate discovery calls, presentations and consultations.
• Partner with the CEO to capture action items from client meetings and ensure follow-up emails, proposals and materials are sent accurately and promptly.

Required profile

• Attention to detail, strong organization and ability to manage multiple priorities.
• Excellent written and verbal communication with clients, medical professionals, business partners and internal leadership.
• Proactive, resourceful and able to anticipate needs and bring solutions.
• Sound judgment and discretion with sensitive corporate, financial and personal information.
• Ability to work independently and take ownership of responsibilities.
• Preferred: experience supporting a CEO or senior leader, managing calendars and correspondence, using CRM systems and lead tracking, and working in a fast-paced environment.

Required skills

• Proficiency with Microsoft 365, CRM tools and scheduling software.

What we offer

• Pay of $25.00-$35.00 per hour depending on experience and qualifications.
• Medical, dental, vision and life/AD&D benefit options.
• 401(k) retirement program with company match.
• Vacation and holiday pay, sick pay in line with state and city law.
• Free Fit Societe gym membership and discounts on massage therapy.