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Executive Assistant

Clinical Dynamix

Hauppauge, NY

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JOB DETAILS
SKILLS
Administrative Skills, Artificial Intelligence (AI), Automation, Calendar Management, Campaigns, Communication Skills, Customer Relations, Customer Relationship Management (CRM), Customer Support/Service, Detail Oriented, Establish Priorities, Executive Assistant Skills , Expense Tracking, Financial Services, Follow Through, Leadership, Logistics, Mail Processing, Microsoft Office, Multitasking, Organizational Skills, Plan Meetings, Presentation/Verbal Skills, Problem Solving Skills, Record Keeping, Salesforce.com, Strategic Planning, Team Player, Telephone Skills, Time Management, Travel Planning, Wealth Management, Writing Skills
LOCATION
Hauppauge, NY
POSTED
1 day ago
Executive Assistant to the Founder
Location: Hauppauge, NY (In-Office)

Position Overview

Company is seeking a highly organized and proactive Executive Assistant (EA) to provide full-time, in-office support to the Founder.

This is a pivotal role designed to streamline operations, enhance efficiency, and allow leadership to focus on high-impact strategic initiatives. The successful candidate will work closely with the founder and the leadership team, handling a wide range of administrative and operational responsibilities with precision and professionalism.

Key Responsibilities
• Manage and prioritize the Founder's calendar, ensuring seamless scheduling and time management.
• Oversee the Founder's primary email inbox, flagging important communications and ensuring timely follow-ups.
• Answer the phone with professionalism, greet every caller with warmth, and make sure they get the assistance they are seeking.
• Operate with a "client-as-family" mindset; treat every interaction with a personal touch.
• Plan and execute internal and client-facing events, including logistics, setup (e.g., gift bags, travel, reservations) and expense tracking in the campaign.
• Manage travel arrangements, meeting logistics, and other administrative details.
• Handle office operational tasks such as mailings and office supplies.
• Maintain accurate records within Salesforce (training available).
• Leverage technology, AI and automation tools to improve workflow efficiency.

Desired Skills & Experience
• 3 plus years of experience as an Executive Assistant.
• Experience managing executive-level email including flagging urgent messages, drafting responses, and ensuring follow-through.
• Attention to detail is a must.
• Experience using scheduling tools (Calendly, Zoom) to manage calendars, coordinate meetings and avoid conflicts.
• Excellent organizational and time management skills with the ability to juggle multiple priorities.
• Professional written and verbal communication skills.
• Experience in the wealth management or financial services industry is a plus (e.g., understanding of basic terminology and client service workflows).
• Experience with Salesforce or other CRM.
• Proficient in Microsoft Office Suite.
• Ability to anticipate needs before being asked.
• Comfortable working in a fast-paced, client-first environment.

Who You Are
• A proactive, detail-oriented problem solver who thrives in a supportive role.
• Someone who takes initiative, learns quickly, and takes pride in creating structure and efficiency.
• Collaborative and dependable, with a positive, professional demeanor.

Position Details
• Type: Full-time, in-office (must be physically present in Hauppauge, NY).
• This role offers the potential for career growth and a great working environment.
• The opportunity to play a key role in Company's continued success. Our culture is fast-paced, motivational, and focused on JOY and healthy living. Smokers need not apply.

Compensation
• Base Salary, benefits package including health care benefits with vision and dental options as well as a 401(k) with matching.

About the Company

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Clinical Dynamix