Executive Administrative Assistant

Job Description

Job Description

Position Overview

At Dunn’s Therapies, we owe our success to our clients, our innovative therapeutic services, and our highly-skilled therapist. An Executive Administrative Assistant is the supportive force behind our company’s operations, and we are currently seeking someone exceptional to take the helm. The ideal candidate will be a problem solver who has excellent communication skills and impeccable attention for detail. The candidate should also have experience working in an office environment, performing administrative tasks, and providing support to coworkers. An ability to multitask, manage complex schedules, and meet changing deadlines is essential to the position. The Executive Administrative Assistant will report directly to the Chief Operating Officer to support day-to-day operations.

What We Are Looking For

● Serve as the eyes and ears of the office, providing information, answering questions, and responding to inquiries via phone, email, in-person communication.

● Improve office efficiency by maintaining and refining standard operating procedures, such as scheduling, communications, and office layout. ● Ensure optimal use of office equipment, supplies, and inventories through preventive maintenance.

What We Expect from You

● Ability to work both independently and collaboratively.

● Strong communication and organizational skills.

● Ability to manage multiple tasks with accuracy and professionalism.

● Proactive mindset with strong problem-solving abilities.

What to Expect Working Here

● Part time employment 3 days/week from 9 am to 5:30 pm or 8 am to 4:30 pm CST working hours.

○ We are looking to expand this position to full-time within the next 6-18 months as we continue to grow our client base and services offered.

● Office-based job, with the possibility to work from home occasionally (1-3 times a month) after completing 6 months probationary period.

Responsibilities and Specific Duties

● Develop and maintain office procedures and workflow

● Answer phones, greet visitors, collect and distribute mail

● Monitor related business affairs inboxes and respond to inquiries in a timely manner

● Order and maintain office supplies and equipment such as printers, scanners and phone

● Develop and maintain electronic and physical filing systems and weekly clients, employees, and contractors tracking systems

● Maintain updated business contacts, accounts, and perform basic bookkeeping

● Perform data entry and analysis with software, such as Microsoft Office or Google Suite

● Prepare communications such as memos, letters, emails, invoices or reports to uphold the brand identity

● Track important documents for signatures and deliver to appropriate party to support personnel and clients

● Schedule and coordinate meetings, conferences, retreats, interviews, dinners, travel, and appointments, and maintain business calendar for the Chief Operating Officer

● Assist with company-wide event planning and coordination

● Exhibit discretion in managing confidential information and exercise a high degree of care, judgment, and trustworthiness to protect sensitive data from unauthorized access or disclosure

Key Competencies

● Well-organized

● Attentive to details

● Customer oriented

● Decision-making

● Collaborative

● Takes initiative

● Strong Communication (Good command of English, both written and spoken)

● Computer literacy (standard Office applications)

Required Skills and Qualifications

● High school diploma or equivalent

● Proven administrative experience

● Superb written and verbal communication skills

● Strong time-management skills and multitasking ability

● Aptitude for learning new software and systems

Preferred Skills

● Previous success in office management

● Experience developing internal processes and filing systems

● Comfortable handling confidential information

● Knowledge of additional language would be highly advantageous, especially Spanish

● Knowledge of customer service principles and business correspondence experience

● Additional certifications, such as Certified Administrative Professional (CAP) or Microsoft Office Specialist (MOS) are a plus.

Salary Expectations

● Starting at $25 USD/hour

Benefits You’ll Love

● 30-minute lunch break and two 15-minute breaks.

● Eleven paid federal holidays and one religious holiday.

● On-site perks: cozy office area, free parking, coffee, and snacks

● Professional development and training opportunities

● Company events and retreats

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Locally owned and operating in the Houston Metropolitan and surrounding areas, Dunn’s Therapies provide
home and community-based services to individuals with intellectual, physical, or other disabilities that affect
the ability to function in daily life. We offer specialized therapeutic services such as recreation, aquatic,
massage, and music.

Company Description

Locally owned and operating in the Houston Metropolitan and surrounding areas, Dunn’s Therapies provide \r\nhome and community-based services to individuals with intellectual, physical, or other disabilities that affect \r\nthe ability to function in daily life. We offer specialized therapeutic services such as recreation, aquatic, \r\nmassage, and music.