Executive Assistant to the CEO

Dealmed • Brooklyn, NY

10h • $55,000 - $65,000

About The Position

About Us Dealmed is a leading medical supply distribution company serving healthcare facilities nationwide. We are seeking a highly organized, proactive, and detail-oriented Executive Assistant to provide comprehensive support to our CEO. Position Overview The Executive Assistant will serve as the right hand to the CEO, managing both professional and personal responsibilities to ensure seamless day-to-day operations. This role demands the utmost discretion, exceptional organizational skills, and the ability to anticipate needs before they arise. The ideal candidate thrives in a fast-paced environment, takes ownership of tasks with minimal supervision, and adapts quickly to shifting priorities. A critical component of this role includes in ensuring that no aspect of the executive’s professional or personal operations is compromised.

Requirements

• 1–3+ years of experience as an Executive Assistant, Personal Assistant, or in a similar administrative support role.
• Exceptional written and verbal communication skills with impeccable grammar and attention to detail.
• Advanced proficiency in Microsoft Office Suite, particularly Excel (pivot tables, formulas, data organization).
• Strong working knowledge of project management and collaboration tools (Asana, Notion, Slack, Strety, or similar platforms).
• Comfortable communicating via WhatsApp and other messaging platforms.
• Basic understanding of cybersecurity principles, digital privacy best practices, and secure communication protocols.
• Highly organized with the ability to manage multiple priorities simultaneously without dropping the ball.
• Self-starter who is resourceful, independent, and solutions-oriented while also being receptive to direction and executive preferences.
• Professional demeanor and the ability to interact with high-level contacts, clients, and partners.
• Strong situational awareness and sound judgment in assessing potential risks or threats to the executive’s safety and operations.
• Flexibility to accommodate occasional after-hours requests or time-sensitive tasks

Nice To Haves

• Prior experience supporting executives in environments with high confidentiality requirements.
• Notary public certification is a plus.

Responsibilities

• Schedule & Calendar Management Manage and optimize the CEO’s calendar, including scheduling meetings, appointments, and travel arrangements across multiple time zones. Set proactive reminders, prepare briefing notes, and ensure the CEO is fully prepared for all engagements. Coordinate internal and external meetings, including agenda preparation and follow-up on action items.
• Communication & Correspondence Draft, edit, and manage emails and written correspondence on behalf of the CEO with a high degree of professionalism and accuracy. Serve as a communication liaison between the CEO and internal teams, clients, vendors, and external partners. Manage communications across multiple platforms including email, Slack, WhatsApp, and phone. Screen and prioritize incoming messages, filtering out spam, low-priority items, and potentially harmful or suspicious communications.
• Project & Task Management Organize, track, and follow up on projects and deliverables using platforms such as Asana, Strety, Notion, Slack, and other productivity tools. Maintain detailed task lists, project timelines, and status updates to keep initiatives on track. Prepare reports, presentations, and spreadsheets using Microsoft Office Suite, with a strong emphasis on Excel.
• Office & Administrative Operations Order and manage supplies, equipment, and other operational needs for the executive office Coordinate with vendors, service providers, and building management as needed. Maintain organized digital and physical filing systems, ensuring documents are accessible and up to date. Assist with onboarding logistics and internal event coordination as needed.
• Personal Assistance Handle personal errands, appointments, and tasks for the CEO as requested. Manage personal scheduling, reservations, and purchases. Ability to fully manage and arrange CEO’s travel both domestically and internationally including, transportation, flights, cars, taxis, etc.
• Security, Confidentiality & Discretion Protect the CEO’s personal safety, privacy, and digital security across all platforms and interactions. Handle highly sensitive business and personal information with absolute confidentiality, discretion is foundational to this role. Vet incoming communications, meeting requests, and visitor access to prevent phishing, social engineering, or unauthorized access. Coordinate with IT to ensure devices, accounts, and data are properly secured, backed up, and current. Ensure confidential documents are stored, transmitted, and disposed of securely. Execute non-disclosure agreements and maintain strict adherence to all confidentiality protocols.

Benefits

• Competitive salary: $55,000 – $65,000 depending on experience
• Health, dental, and vision insurance
• Paid time off and holidays
• A dynamic, fast-paced work environment with direct exposure to executive-level decision-making
• Opportunity to grow within a thriving organization and take on increasing responsibility

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: No Education Listed