Personal Assistant

WeCare Medical; Boston (MA); Remote; USD 110,000 - 175,000; Full time

Job summary

WeCare Medical Specialty Group is seeking a detail-oriented Remote Personal Assistant to support key executives. This fully remote position requires strong organizational skills, exceptional communication, and the ability to manage multiple responsibilities effectively. The successful candidate will play a crucial role in enhancing the efficiency of the executive team while handling confidential information responsibly.

Benefits

Health, dental, and vision insurance

Paid time off (PTO) and holidays

Retirement plan with company match

Opportunities for professional development

Flexible remote work environment

Qualifications

• Minimum of 5 years of experience as a personal assistant.
• Must have exceptional organizational and communication skills.
• Ability to handle sensitive information with discretion.

Responsibilities

• Manage complex calendars and schedule appointments.
• Act as point of contact for communications and correspondence.
• Coordinate travel arrangements and prepare detailed itineraries.

Skills

Organizational Skills

Communication Skills

Problem-Solving Skills

Discretion

Adaptability

Education

High school diploma or equivalent required; Associate's or Bachelor's degree preferred

Tools

Microsoft Office Suite

Job description

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WeCare Medical Specialty Group is a leading healthcare organization dedicated to providing exceptional and compassionate care to our patients. We value efficiency, organization, and strong administrative support to ensure the smooth operation of our various departments and executive leadership. We foster a collaborative and professional environment where dedicated individuals can make a significant contribution to our mission.

Position Summary

We are seeking a highly organized, proactive, and detail-oriented Remote Personal Assistant to provide comprehensive administrative and personal support to one or more key executives within WeCare Medical Specialty Group. This is a fully remote position requiring a self-motivated, discreet, and highly resourceful individual with exceptional communication and problem-solving skills. The ideal candidate will be adept at managing schedules, coordinating logistics, handling confidential information, and anticipating the needs of the executive(s) they support.

Responsibilities

Calendar Management: Efficiently manage and maintain complex calendars, schedule appointments, coordinate meetings (including virtual meetings), and proactively resolve scheduling conflicts across different time zones.

Communication Management: Act as a point of contact, screen and prioritize incoming communications (emails, calls, mail), draft responses, and ensure timely follow-up.

Travel Arrangements: Coordinate all aspects of travel arrangements, including booking flights, accommodations, ground transportation, and preparing detailed itineraries.

Meeting Preparation: Prepare agendas, presentations, and meeting materials; take detailed minutes during meetings and ensure timely distribution and follow-up on action items.

Document Preparation: Create, edit, and proofread correspondence, reports, presentations, and other documents with accuracy and attention to detail.

Expense Management: Track and process expense reports accurately and in a timely manner.

Project Support: Assist with various projects and initiatives, including research, data gathering, and coordination with other team members.

Information Management: Organize and maintain electronic and physical filing systems, ensuring easy access to important documents and information.

Personal Errands and Tasks (as needed): Assist with personal tasks for the supported executive(s) on an as-needed basis, maintaining utmost discretion and professionalism.

Liaison and Coordination: Act as a liaison between the executive(s) and internal/external stakeholders, fostering positive and professional relationships.

Confidentiality: Handle sensitive and confidential information with the highest degree of discretion and integrity.

Problem Solving: Proactively identify and resolve administrative issues and challenges independently.

Technology Proficiency: Utilize various software and online tools effectively, including email platforms, calendar applications, video conferencing software, and Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).

Adaptability: Be flexible and adaptable to changing priorities and the evolving needs of the executive(s) supported.

Qualifications

Work Permit/Citizenship: Must be a United States citizen or possess a valid work permit allowing employment in the United States.

Education: High school diploma or equivalent required; Associate's or Bachelor's degree preferred.

Experience: Minimum of 5 years of experience providing high-level personal assistant support to executive-level management.

Exceptional Organizational Skills: Proven ability to manage multiple tasks, prioritize effectively, and maintain meticulous attention to detail.

Excellent Communication Skills: Outstanding written and verbal communication skills, with a professional and courteous demeanor.

Strong Technology Proficiency: Advanced skills in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and familiarity with various online collaboration and communication tools.

Discretion and Confidentiality: Demonstrated ability to handle sensitive and confidential information with the utmost discretion and integrity.

Proactive and Resourceful: Ability to anticipate needs, take initiative, and find effective solutions independently.

Time Management Skills: Excellent time management skills and the ability to meet deadlines in a fast-paced environment.

Problem-Solving Skills: Strong analytical and problem-solving abilities.

Remote Work Capabilities: Must have a reliable high-speed internet connection and a dedicated, quiet home office setup conducive to productive remote work.

Professionalism: Maintain a high level of professionalism and represent WeCare Medical Specialty Group positively in all interactions.

WeCare Medical Specialty Group offers a competitive salary and a comprehensive benefits package, including:

Health, dental, and vision insurance

Paid time off (PTO) and holidays

Retirement plan with company match

Opportunities for professional development and growth

Flexible remote work environment

Equal Opportunity Employer

WeCare Medical Specialty Group is an equal opportunity employer and values diversity at our company. We do not discriminate on the basis of race, religion, color, national origin, gender, sexual orientation, age, marital status, veteran status, or disability status. All qualified applicants are encouraged to apply.

Seniority level

• Seniority level

  Mid-Senior level

Employment type

• Employment type

  Full-time

Job function

• Job function

  Administrative

• Industries

  Hospitals and Health Care, Non-profit Organizations, and Government Administration

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