Executive Assistant to Co-Founder

Prompt•Hoboken, NJ

8d•Hybrid

About The Position

Prompt is revolutionizing healthcare by delivering highly automated and modern software to rehab therapy businesses, the teams within, and the patients they serve. As the fastest-growing company in the space and the new standard in healthcare technology, we’re looking to bring on an Executive Assistant to support the Co-Founder as we accelerate our current exponential growth to the next level. This hire will manage busy schedules and maintain great relationships internally and externally. You’ll need to be an effective communicator who’s passionate about details. You must have a deep administrative skill set and be highly organized. This role doesn’t have a set curriculum. We know some of the things we need, yet more importantly, we are hiring an expert who will help us become more productive and effective using their skills and experience. You will play a role in defining your job responsibilities. However, these are the initial expectations we have in mind: Complex calendar management: Updating meeting cadences to reflect business priorities, aligning with the Co-founder on schedules, proactively scheduling complex/large meetings, and working with external and internal stakeholders regularly. Heavy email and schedule management for the Co-Founder. Support the Co-Founder in preparation for team meetings, including preparation of meeting content, capturing action items, and circulating meeting notes as needed. Assist with event preparation for the Co-Founder, including researching event locations, logistics management, and preparing event content. Arrange company events outside of the workplace, such as meal reservations, client outings, community engagement events, and employee appreciation events. Personal assistance as needed, providing support with tasks that ensure the Co-Founder’s productivity and efficiency. Special projects or other administrative tasks as assigned. Demonstrates initiative, discretion, and tact in managing email, telephone calls, and other requests. Willingness to travel occasionally.

Requirements

Bachelor’s degree preferred
Minimum of 5 years of professional experience, 3 of which include supporting multiple C-Suite executives
Exceptional interpersonal skills with a friendly, positive, and professional demeanor
Advanced skills in Word, Excel, PowerPoint, Google Workspace, Slack
Proven ability to handle multiple tasks simultaneously, shift gears quickly, and meet deadlines in fast-paced, dynamic environment while maintaining professional composure
Demonstrated history of being highly organized and detail oriented
Strong oral and written communication skills. Able to communicate effectively and professionally with staff and management.
Solid analytical, research, critical thinking, and decision-making skills
For local candidates (NY/NJ area): Ability to work on-site at our Hoboken HQ 4+ days per week for in-person collaboration

Responsibilities

Complex calendar management: Updating meeting cadences to reflect business priorities, aligning with the Co-founder on schedules, proactively scheduling complex/large meetings, and working with external and internal stakeholders regularly.
Heavy email and schedule management for the Co-Founder.
Support the Co-Founder in preparation for team meetings, including preparation of meeting content, capturing action items, and circulating meeting notes as needed.
Assist with event preparation for the Co-Founder, including researching event locations, logistics management, and preparing event content.
Arrange company events outside of the workplace, such as meal reservations, client outings, community engagement events, and employee appreciation events.
Personal assistance as needed, providing support with tasks that ensure the Co-Founder’s productivity and efficiency.
Special projects or other administrative tasks as assigned.
Demonstrates initiative, discretion, and tact in managing email, telephone calls, and other requests.
Willingness to travel occasionally.