Executive Support Specialist

Union Square Practice and Strata Performance are dedicated to helping individuals and organizations perform at their highest level through evidence-based psychological care, coaching, and performance optimization. Together, they operate at the intersection of behavioral science and performance psychology, delivering rigorous, practical support to elite athletes, executives, teams, and organizations. The work spans clinical care, high-performance coaching, and consulting, all grounded in scientific integrity and real-world impact About The Role We are seeking a highly organized and proactive Executive Support Specialist to support one of the co-founders. This role is critical to enabling the co-founder to operate at peak effectiveness across clinical, performance, and business domains. The Executive Support Specialist will serve as a trusted partner, managing complex schedules, project coordinator, travel planning, and anticipating needs across all organizations. This position requires exceptional judgment, strong communication skills, and the ability to thrive in a fast-paced, entrepreneurial environment. Primary Responsibilities Manage and optimize the co-founder’s calendar, including clinical, business, and personal commitments Coordinate domestic and international travel, itineraries, and accommodations Prepare agendas, briefing materials, and follow-ups for meetings Act as a gatekeeper, prioritizing communications and requests Support for other high level coaches calendars Support day-to-day operations across all organizations Create and maintain a centralized database of all contracts Prepare, track, and organize client agreements and renewals Issue invoices, track payments, follow up as needed Serve as a point of contact for internal team members, partners and clients Support new client onboarding in EHR System (Valant) Maintain organized digital tracking system of client appointments Draft, review, and manage professional correspondence on behalf of the co-founder Coordinate meetings across teams and external stakeholders Assist with document preparation, presentations, and reports including summary of meeting minutes Assist with special projects, initiatives, and business development efforts Conduct light research and prepare summaries or recommendations Help improve systems, workflows, and operational efficiency Track action items, deadlines, and priorities to ensure follow-through Filmhigh-quality, short-form video content in NYC, supporting the full content creation process Assist with social media execution across Instagram and TikTok, including posting, captions, and engagement Capture real-time content at events, shoots, andmediaappearances. Handle sensitive personal, clinical, and business information with the highest level of discretion Maintain strict confidentiality and professional boundaries Qualifications 2+ years as a Executive Administrative Assistance in supporting leadership and organizational operations. Excellent Phone Etiquette and Communication skills to professionally interact with staff, clients, and stakeholders. Proficiency in Clerical Skills, including calendar management, data entry, and document preparation. Strong problem-solving abilities, attention to detail, and the ability to manage multiple tasks efficiently. Proficiency with office software and tools such as Microsoft Office Suite and Google Workspace. A proactive and adaptable approach to work with the ability to maintain confidentiality and professionalism at all times. Bachelor’s degree or relevant experience in administrative or executive support roles is preferred. #J-18808-Ljbffr Union Square Practice