Personal Assistant

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.