Executive Assistant

Rehab United

San Diego, CA

Are you ready to make a difference?

Rehab United is currently on a steady path of growth! We are looking for a driven, skilled and proficient Executive Assistant to join our admin team, support our CFOO, and help to provide the utmost support to the company and its employees. If you are adaptable, can pivot between projects, enjoy helping others, and have a keen eye for detail, this role might be for you.

Rehab United is a family-owned private practice specializing in physical therapy, massage/wellness, and fitness, with a total of eight locations in San Diego, CA. Our company prides itself on having a fun, family-oriented and community-centric culture, which has earned us recognition as one of San Diego's Best Places to Work by The San Diego Business Journal and one of the Top Company Cultures in the nation by Entrepreneur Magazine. We have also been recognized as one of San Diego's Best Physical Therapy providers by Expertise as well as San Diego's Best Rehab Center and Sports Massage Provider by Competitor Magazine.

This is a full-time, non-exempt, hourly position. Come join our thriving work environment, gain valuable experience and be part of making Rehab United a fantastic place to work!

Why Choose Rehab United?

A Culture of Excellence: Be part of a company recognized for its outstanding culture and commitment to employee well-being.
Opportunities for Growth: Advance your career in a supportive and stimulating environment.
Competitive Benefits: Enjoy comprehensive benefits, including health insurance, retirement savings, vacation/sick/Holiday pay, and fitness/wellness perks.

About the Role

Rehab United is seeking a highly motivated and experienced Executive Assistant to provide exceptional support to the Chief Financial & Operations Officer (CFOO) and, as needed, the CEO. This critical role requires a proactive and organized individual with a strong work ethic and a passion for providing high-quality administrative support.

Key Responsibilities:

Calendar Management:
- Manage complex schedules, including scheduling meetings, appointments, and travel arrangements.
- Proactively identify and resolve scheduling conflicts.
Travel Arrangements:
- Book and manage domestic and international travel arrangements, including flights, hotels, and ground transportation.
- Prepare and submit travel expense reports.
Communication Management:
- Screen and direct phone calls and emails.
- Compose and prepare correspondence, including emails, letters, memos, and presentations.
- Act as the primary point of contact for internal and external stakeholders.
Project Support:
- Assist with special projects as assigned, including data entry, research, and report preparation.
- Coordinate and support the planning and execution of meetings and events.
Administrative Support:
- Maintain confidential files and records.
- Order office supplies and equipment.
- Manage office maintenance and repairs.
Technology Proficiency:
- Proficient in Microsoft Office Suite (Word, Excel, Outlook).
- Experience with CRM and project management software preferred.

Qualifications:

High School Diploma or equivalent required.
3-5 years of experience as an Executive Assistant or in a similar administrative support role is preferred.
Experience in the healthcare industry is a plus.

Skills:

Proficiency in Microsoft Office Suite: Strong proficiency in Microsoft Word, Excel, and Outlook.
Excellent Communication Skills: Excellent written and verbal communication skills.
Organizational & Time Management Skills: Highly organized and efficient with strong time management and prioritization skills.
Attention to Detail: Meticulous attention to detail and accuracy.
Problem-Solving Skills: Ability to anticipate and resolve problems proactively.
Interpersonal Skills: Strong interpersonal and relationship-building skills.
Confidentiality: Ability to maintain confidentiality and discretion at all times.
Proactive & Resourceful: Ability to work independently and proactively to identify and address needs.

What we're looking for: