Executive Assistant to CEO

Rehab United•San Diego, CA

9h•$25 - $35

About The Position

Rehab United is a family-owned private practice specializing in physical therapy, massage/wellness and fitness. We provide services to seven clinic locations across San Diego County. 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 Therapists by Expertise, as well as San Diego's Best Rehab Center and Sports Massage Provider by Competitor Magazine. Our company is positioned to grow exponentially over the next couple of years, and we are looking for a highly organized, personable, dedicated, results-driven Executive Assistant to the CEO to add to our growing team. This individual will serve as the organizational backbone for the CEO while also supporting the growth and operations of our secondary business, Proactive Health Solutions (PHS). The ideal candidate is proactive, polished, detail-oriented, and comfortable building professional relationships with clients, medical professionals, and business partners.

Requirements

Exceptional attention to detail and strong organizational skills, with the ability to manage multiple priorities and ensure nothing falls through the cracks.
Excellent written and verbal communication skills with the confidence to interact professionally with corporate clients, medical professionals, business partners, and internal leadership.
Highly proactive and resourceful with the ability to identify problems, anticipate needs, and bring potential solutions.
Strong interpersonal skills and a personable, welcoming communication style.
Ability to exercise sound judgment and maintain discretion when handling sensitive corporate, financial, and personal information.
Ability to work independently, take ownership of responsibilities, and keep projects and priorities moving forward.
Proficiency with modern productivity and business tools, including Microsoft 365, CRM tools, and scheduling software.

Nice To Haves

Previous experience supporting a CEO, executive, senior leader, or leadership team.
Experience managing complex calendars, scheduling, correspondence, and meeting logistics.
Experience working with clients, customers, business partners, or other external stakeholders in a professional setting.
Experience with CRM systems, lead tracking, sales or business development support.
Experience coordinating meetings, presentations, or client consultations.
Experience in a fast-paced environment requiring a high level of independence, organization, and follow-through.

Responsibilities

Proactively manage the CEO's complex calendar, prioritize high-value meetings, protect his time, and resolve scheduling conflicts.
Serve as a primary point of contact for internal and external inquiries, managing emails, routing requests appropriately, and drafting correspondence on behalf of the CEO.
Coordinate logistics for leadership meetings, including preparing agendas, taking detailed meeting minutes, and tracking follow-up action items.
Anticipate the CEO's administrative needs and ensure he is fully prepared with the necessary documents, information, and logistics ahead of meetings and engagements.
Maintain organized task and project tracking to ensure important priorities and follow-up items remain on track.
Serve as an administrative point of contact for potential PHS clients and business partners, responding to inquiries with energy, professionalism, and polished communication.
Track, organize, and manage potential client leads throughout the introductory pipeline.
Coordinate discovery calls, client presentations, consultations, and other PHS meetings.
Partner closely with the CEO to capture action items from client meetings and ensure follow-up emails, proposals, and materials are prepared and sent accurately and promptly.
Help maintain an organized and efficient process for moving prospective clients through the PHS introduction and engagement process.