Personal Assistant

Job Description

Job Description

Personal Assistant to Clinical Director/CEO

Envision MindCare | Miami, FL

Position Summary

Envision MindCare is seeking a reliable, trustworthy, organized, and flexible Personal Assistant to provide direct personal support to our Clinical Director/CEO.

This is primarily a personal assistance position rather than a traditional office administrative role . The Personal Assistant will help manage day-to-day activities, transportation, appointments, errands, shopping, scheduling, travel preparation, and other routine needs that allow the Clinical Director to maintain an organized and productive schedule.

The position may involve accompanying the Clinical Director throughout the day, including driving or traveling with him to personal appointments, grocery stores, restaurants, meetings, professional events, medical appointments, airports, and other locations.

There will also be occasional responsibilities related to Envision MindCare, such as helping coordinate appointments, organizing information, assisting with professional engagements, or communicating with the Practice Manager and office staff.

The ideal candidate understands that no two days will necessarily look the same. We are seeking someone who is dependable, adaptable, discreet, and comfortable developing a trusted professional working relationship with the individual they support.

Responsibilities

Personal & Daily Assistance

• Assist with organizing daily and weekly schedules, appointments, reminders, and commitments. 
• Schedule and confirm personal appointments and reservations as requested. 
• Provide reminders for appointments, meetings, events, travel, and other commitments. 
• Assist with grocery shopping and other routine household or personal shopping needs. 
• Accompany the Clinical Director while grocery shopping or completing other errands when needed. 
• Pick up groceries, meals, prescriptions, packages, dry cleaning, supplies, and other approved items when requested. 
• Assist with restaurant reservations, personal appointments, deliveries, and other day-to-day arrangements. 
• Help prepare for trips, appointments, meetings, and events. 
• Assist with travel arrangements, itineraries, transportation, hotel reservations, and related logistics. 
• Help maintain an organized list of tasks, appointments, reminders, and items requiring follow-up. 
• Make authorized calls or inquiries on the Clinical Director's behalf. 
• Handle other reasonable personal-assistance and errand-related responsibilities as needed. 

Transportation & Accompaniment

• Drive and/or accompany the Clinical Director to personal and professional appointments. 
• Provide transportation to grocery stores, restaurants, airports, meetings, medical appointments, events, and other destinations as needed. 
• Assist with planning routes and maintaining an organized daily schedule. 
• Wait for and assist the Clinical Director during appointments or engagements when necessary. 
• Accompany the Clinical Director to occasional professional or networking functions. 
• Maintain punctuality and ensure adequate travel time between scheduled commitments. 

Limited Professional/Business Support

While this position is primarily personal in nature, the Personal Assistant may occasionally:

• Assist with scheduling professional meetings or appointments. 
• Help organize documents, business cards, contact information, or materials for meetings and events. 
• Accompany the Clinical Director to Envision MindCare-related meetings, community events, networking functions, or visits with professional contacts. 
• Keep track of individuals who require a call, meeting, or follow-up. 
• Communicate with the Practice Manager or Envision MindCare staff regarding the Clinical Director's schedule or requested follow-up. 
• Perform limited administrative tasks directly related to supporting the Clinical Director. 

This position is not intended to serve as practice management or primary front-office support .

Who We're Looking For

The successful candidate should be someone who is:

• Dependable and punctual. 
• Trustworthy and discreet. 
• Highly organized. 
• Flexible when schedules or plans change. 
• Comfortable driving regularly. 
• Comfortable running personal errands and assisting with everyday tasks. 
• Able to work independently without constant supervision. 
• Proactive and able to anticipate routine needs. 
• Patient and able to maintain professionalism during a busy or changing day. 
• Comfortable working closely with one individual. 
• Professional in appearance, communication, and conduct when accompanying the Clinical Director in public or professional settings. 
• Respectful of personal and professional boundaries. 
• Capable of handling confidential information appropriately. 

Qualifications

• High school diploma or equivalent required. 
• Previous experience as a personal assistant, family assistant, executive assistant, concierge, professional driver, caregiver/companion, hospitality professional, or similar role is preferred. 
• Valid driver's license and satisfactory driving record required. 
• Reliable transportation may be required depending on the final transportation arrangement. 
• Familiarity with the Miami/South Florida area is preferred. 
• Strong time-management and organizational skills. 
• Comfortable using smartphones, GPS/navigation, email, text messaging, and electronic calendars. 
• Ability to communicate professionally with physicians, staff members, businesses, service providers, and other contacts. 
• Ability to maintain strict confidentiality. 
• Must be comfortable completing both personal errands and occasional business-related tasks. 

Schedule

This position requires flexibility based on the Clinical Director's needs and schedule .

The position may include daytime hours as well as occasional early mornings, evenings, weekends, travel, or professional events. Specific weekly hours and scheduling expectations will be discussed during the interview process.