Executive Assistant to CEO

Rehab United; San Diego (CA); On-site; USD 34,000 - 48,000; Full time

Benefits offered by this job

Medical, Dental, Vision and Life/AD&D

401(k) Retirement Program with Company

Vacation and Holiday Pay

Sick Pay

Free gym membership

Discounts on Massage Therapy

Job summary

Rehab United is seeking an Executive Assistant to the CEO to manage the CEO's calendar, draft correspondence, and coordinate leadership meetings across seven San Diego clinic locations. You will support PHS client processes, track leads, and prepare client materials with a professional, proactive approach.

The role requires exceptional organization, communication skills, discretion, and independence in a fast-paced healthcare environment.

Qualifications

• Exceptional attention to detail and strong organizational skills.
• Excellent written and verbal communication with corporate clients.
• Highly proactive and resourceful with problem solving.
• Strong interpersonal skills and a welcoming communication style.
• Discretion handling sensitive information and independence in work.
• Ability to manage multiple priorities and ownership of responsibilities.
• Proficiency with productivity tools, CRM systems, and scheduling software.

Responsibilities

• Proactively manage the CEO's complex calendar and meetings.
• Draft correspondence and route external inquiries to appropriate teams.
• Coordinate leadership meeting logistics, agendas, and minutes.
• Prepare documents and logistics for engagements and meetings.
• Maintain organized task and project tracking and follow-up actions.
• Serve as admin point for potential clients and partners in PHS.
• Track leads, coordinate discovery calls, and prepare proposals and materials.

Skills

Attention to detail

Organizational skills

Written and verbal communication

Proactivity

Interpersonal skills

Discretion

Independent work

Microsoft 365

CRM tools

Scheduling software

Tools

CRM tools

Microsoft 365

Scheduling software

Job description

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.

Key Responsibilities

The following is a representation of some of the main areas of focus for our Executive Assistant to CEO. For the full job description, please contact us for more detailed information. Essential Job Responsibilities:

Executive Support & Administration

• 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.

Proactive Health Solutions (PHS) Support

• 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.

Required Skills

• 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.

Preferred Experience

• 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.

Incentives/Benefits

• Medical, Dental, Vision and Life/AD&D benefit options
• 401(k) Retirement Program with Company Match
• Vacation and Holiday Pay
• Sick Pay (in accordance with State and City law)
• Free Fit Societe gym membership
• Discounts on Massage Therapy

Compensation:

$25.00–$35.00/hour, depending on experience and qualifications