Executive Assistant

Psychological Assessment, Inc•Richmond, CA

1d•Hybrid

About The Position

We are seeking an experienced and highly organized Executive Assistant to support our CEO, a senior psychologist and forensic neuropsychologist whose practice centers on assessment and testifying in court as an expert witness. In this role, you will be the person who makes a demanding clinical and executive schedule work — protecting time, anticipating needs, coordinating schedules, developing relationships with multiple medical groups, attorneys, and others, ensuring compliance with license/certification renewal, and ensuring that nothing falls through the cracks. You will manage calendars and correspondence, coordinate the logistics of assessment referrals and appointments, support the production and delivery of assessment reports, and track records and billing follow-up. Secondary support to our COO and the CEO psychometrician team is part of the role. This is a role for someone who has done assistant work before and does it well. Prior experience supporting a psychologist, physician, attorney, or other professional practice is a strong advantage, as is any familiarity with the rhythm of clinical scheduling and report deadlines. A dark sense of humor is a must.

Requirements

Three or more years of experience as an executive assistant, administrative assistant, or comparable support role
Demonstrated ability to manage a complex calendar and competing priorities without dropping commitments
Excellent written communication, with strong proofreading skills and genuine care for accuracy
Proficiency with Microsoft Outlook and the Microsoft Office suite; comfort learning new practice-management and scheduling tools
Absolute discretion with confidential and sensitive information, and a working understanding of confidentiality obligations in a clinical setting (HIPAA familiarity preferred)
Sound judgment about what to escalate, what to handle independently, and what can wait
Ability to work both independently and as part of a greater team
A proactive posture: anticipating needs and acting before problems escalate, rather than waiting for direction
Composure and professionalism in a fast-moving environment with shifting priorities
Reliable, punctual, and consistently present

Nice To Haves

Prior experience supporting a psychologist, physician, attorney, or other professional practice
Familiarity with the rhythm of clinical scheduling and report deadlines
A dark sense of humor
Familiarity with assessment, forensic, or clinical documentation workflows

Responsibilities

Own and optimize the CEO's calendar, balancing clinical, administrative, and strategic commitments
Prepare the CEO for meetings and appointments by assembling materials, summarizing context, and clarifying objectives
Serve as a first point of contact for inbound requests, prioritizing what needs executive attention and handling the rest
Provide scheduling and follow-through support to the COO as requested
Arrange travel, conference registration, and continuing education logistics
Schedule and confirm assessment appointments, depositions, and court appearances; coordinating with clients, attorneys, referral sources, and testing space
Manage and maintain jail clearances
Manage referral intake logistics and maintain a clear view of where each case stands
Prepare and organize testing materials and protocols ahead of appointments, and order new materials when needed
Track case flow, deadlines, and turnaround expectations, flagging conflicts early
Format, proofread, and assemble assessment reports to a consistently professional standard
Track report deadlines and keep the CEO ahead of them
Manage transmittal of completed reports to attorneys, referral sources, and other recipients
Maintain organized, accurate file and document systems
Request, track, and follow up on records needed for assessment cases
Prepare invoices, track retainers and outstanding balances, and coordinate billing correspondence
Work closely with our financial analyst and billing team to ensure accuracy
Maintain correspondence with referral sources with professionalism and accuracy
Draft, edit, and organize correspondence, agendas, and summaries on the CEO's behalf
Capture action items from meetings and drive them to closure
Act as a liaison between leadership, clinical staff, and administrative staff
Identify recurring friction in scheduling, documentation, or workflow and propose practical fixes