Executive Assistant

Psychological Assessment, Inc; Richmond (CA); Hybrid; USD 59,000 - 72,000; Full time

Benefits offered by this job

Unlimited PTO

Health, vision, and dental coverage

401k plan

Pet insurance

Legal insurance

Job summary

Psychological Assessment, Inc. in Oakland, CA is seeking an experienced Executive Assistant to support the CEO and COO, managing calendars, meetings, and the workflow of clinical reporting in a high-demand practice.

The role requires strong organizational skills, discretion, and the ability to coordinate with attorneys, medical groups, and staff while maintaining HIPAA-compliant records. Hybrid schedule with some in-person days.

Qualifications

• Three or more years of experience as an executive assistant or similar role.
• Proven ability to manage a complex calendar and competing priorities without dropping commitments.
• Excellent written communication and proofreading skills.
• Proficiency with Microsoft Outlook and the Microsoft Office suite; comfortable with scheduling tools.
• Discretion with confidential information and HIPAA familiarity preferred.
• Ability to work independently and as part of a team.

Responsibilities

• Own and optimize the CEO's calendar, balancing clinical, administrative, and strategic commitments.
• Prepare the CEO for meetings by assembling materials and clarifying objectives.
• Serve as a first point of contact for inbound requests and prioritize executive attention.
• Provide scheduling and follow-through support to the COO as needed.
• Arrange travel, conference registration, and continuing education logistics.
• Format, proofread, and assemble assessment reports and manage document workflows.
• Track deadlines, billing, and records; liaise with attorneys and clients.

Skills

Executive support

Calendar management

Professional communication

Microsoft Outlook

Tools

Microsoft Office

Job description

Executive Assistant

Psychological Assessment, Inc.

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.

Location: Hybrid (Anticipate some days in person in our Oakland office)

Hours: Full time. Schedule is flexible, but the CEO is an early riser and the role should be available during morning hours.

Compensation: $65,000 per year, plus participation in the company bonus pool at 8% of base salary.

Benefits and Environment

• Unlimited PTO, with a culture that expects you to actually use it
• Generous health, vision, and dental coverage
• Additional options like 401k plan, pet insurance, legal insurance available
• Hybrid schedule with real flexibility around a full-time commitment
• Annual Staff Retreat
• Highly Autonomous role – our CEO actively avoids micromanagement and relies on your ability to demonstrate competence in managing your own time while getting results.
• A workplace of mental health professionals who treat colleagues as people, not headcount. The care our clinicians bring to their clients is the same care they bring to each other, and we hire people who want to work that way.

Responsibilities

Executive support and time management

• 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

Assessment scheduling and case 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

Report production support

• 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

Records and billing coordination

• 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

Communication and follow-through

• 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

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 escalates, rather than waiting for direction
• Composure and professionalism in a fast-moving environment with shifting priorities
• Reliable, punctual, and consistently present
• Preferred: prior experience supporting a psychologist, physician, attorney, or other licensed professional; familiarity with assessment, forensic, or clinical documentation workflows

Performance Evaluation Criteria

Performance in this role is assessed not only on task completion, but on how effectively the role frees the CEO and our clinical specialists to focus on high-value clinical and strategic work.

• Executive support and time management — Does the calendar reflect real priorities? Is the CEO consistently prepared? Are urgent and important demands distinguished appropriately?
• Assessment logistics and case flow — Are appointments, materials, and referrals coordinated smoothly? Are scheduling conflicts and deadline risks surfaced early rather than discovered late?
• Accuracy and quality of work product — Are reports, correspondence, and records handled correctly the first time? Is written work clean and professional?
• Reliability and follow-through — Can leadership trust that a task handed off is a task completed? Are multiple priorities managed without dropped commitments?
• Communication — Is information easy to find, understand, and act on? Does communication reduce confusion rather than create it?
• Discretion and professionalism — Is confidentiality maintained without exception? Does the role represent the organization well to clients, attorneys, and referral sources?
• Adaptability and improvement — Does the role adapt readily to changing priorities, and do processes get smoother over time?

We are seeking a candidate who consistently meets or exceeds expectations in all of these areas, who is committed to high-quality work, and who takes ownership of outcomes rather than tasks.

Psychological Assessment, Inc. is an equal opportunity employer.