Job Title: Executive Assistant to CEO
Company: Dental Specialists of North Florida (DSNF)
Location: St. Augustine, FL
Part time
Pay Range: $16.00-$19.00
Job Description:
Dr. John, CEO of DSNF, is seeking a highly organized and proactive Administrative Assistant to manage a variety of tasks and support daily operations. The ideal candidate will handle “The Stack” of delegated tasks to ensure efficient workflow and keep the CEO focused on strategic priorities.
Responsibilities:
Schedule Management:
- Track and coordinate CEO’s schedule including trips, events, speaking engagements, and meetings (both in-person and virtual).
Email Management:
- Categorize and prioritize emails.
- Respond to straightforward emails.
- Monitor inbox for urgent messages and delete spam/phishing emails.
Photography/Videography Content Management:
- Collect and categorize daily photographs.
- Add signatures/watermarks to images.
- Gather and send content to be posted on social media platforms.
Referral Communication Management:
- Answer phone calls from patients and referring dentists, and respond to voicemails.
- Access patient chart notes in dental software.
- Draft and complete letters of correspondence for patients seen during the day.
- Escalate complex issues to the CEO.
Education and Referral Extras:
- Manage access to referral educational content.
- Update continuing education (CE) credentials for referrals.
- Maintain CEO’s CE licenses and courses with the state of Florida.
To-Do List Management:
- Record tasks assigned to the CEO and prioritize them.
- Track progress and ensure timely completion of tasks.
Project Management:
- Set reminders for project deadlines.
- Follow up on ongoing projects to ensure completion.
Travel Accommodations:
- Book flights, hotels, rental cars, restaurants, and activities.
- Drive CEO to and from the airport or other locations as needed.
Daily Meeting:
- Conduct a daily 15-minute meeting with the CEO to review “The Stack,” answer questions, and address any issues.
The E-Mail System:
- Manage all email correspondence, categorized into three types:
- Junk: Clear out junk emails.
- Information: Organize information emails for weekly/monthly review.
- Response: Identify emails that require a response from the CEO and tag them accordingly.
Qualifications:
- Proven experience as an executive assistant or similar role.
- Excellent organizational and time-management skills.
- Strong communication skills, both written and verbal.
- Proficiency with email management, social media platforms, and office software.
- Ability to handle confidential information with discretion.
- Knowledge of dental software and patient chart notes is a plus.
Job Type: Part-time
Education:
- High school or equivalent (Required)
Work Location: In person