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Pediatric Achievements, LLC

Executive Assistant for EntrepreneurPart-Time (Starting 5 hrs/week) | 1099 Contract | Virtual with Occasional Local Meetings and TasksAbout the Company/OwnerSeeking a proactive, tech-savvy Executive Assistant (EA) to support an entrepreneur with a combination of business and personal tasks. Owner focuses on high-level strategies and is seeking someone to assist with tasks that will enable continued growth and support for the owner.The RoleThis position starts at 5-10 hours per week with the opportunity to expand based on performance and mutual fit. You'll work primarily remotely with occasional in-person meetings (local candidates preferred). This is a 1099 contractor position- LLC preferred but will consider individuals.Important: You'll be required to sign an NDA and BAA (Business Associate Agreement) to protect confidential information. However, you will NOT handle HIPAA-protected patient information or clinical documentation- your role focuses on supporting the owner with executive-level business operations, administrative/office tasks, and personal tasks.Initial Responsibilities (First 90 Days)<ul><li>Calendar management and appointment coordination (business and personal)</li><li>Travel planning and logistics</li><li>Vendor communication and coordination</li><li>Meeting preparation and communication</li><li>System set-up and maintenance</li><li>Document organization and file management</li><li>Research and information gathering</li><li>Process documentation and improvement</li><li>Personal errands and task coordination as needed</li></ul>Growth OpportunitiesAs you demonstrate competence, trust, and the partnership proves successful, responsibilities may expand to include:<ul><li>Social media content creation and management</li><li>Marketing project coordination</li><li>Event planning and coordination</li><li>Household management support</li><li>Special projects and business development initiatives</li><li>Photography and content creation for practice marketing</li></ul>Required Qualifications<ul><li>Minimum 3 years of experience in an executive assistant, personal assistant, or similar administrative role</li><li>AI proficiency: Must actively use AI tools (ChatGPT, Claude, Perplexity, etc.) to enhance productivity, draft communications, conduct research, and streamline workflows</li><li>Discretion and confidentiality: Comfortable handling sensitive business and personal information with the utmost level of security</li><li>Local to Lake Ridge, VA for occasional in-person meetings, local tasks, and local errands</li><li>LLC preferred (but will consider exceptional individual contractors)</li></ul>Must-Have Skills:<ul><li>Exceptional communication: Professional, warm, and clear written and verbal communication with vendors, colleagues, and personal contacts</li><li>Stellar time management: Ability to prioritize competing demands and meet deadlines consistently without micromanagement and without excuses</li><li>Superb organization: Systems-oriented approach to managing information, processes, and multiple moving parts while utilizing technology (such as AI) to supplement work demands</li></ul>Proficiency with:<ul><li>Google Workspace and Microsoft 365</li><li>Calendar management across multiple platforms</li><li>Project management tools (Trello)</li><li>AI tools for task automation, research, and efficiency</li><li>Video conferencing platforms (Zoom, Google Meet, Teams, etc.)</li></ul>High Emotional IQ:<ul><li>Self-awareness: You recognize your own emotions, strengths, limitations, and how they impact your work and interactions</li><li>Self-regulation: You remain calm under pressure, adapt to changing priorities, and maintain professionalism even in stressful situations</li><li>Empathy: You can read between the lines, understand unspoken needs, and anticipate what support is needed before being asked</li><li>Social skills: You build rapport easily, communicate with tact and diplomacy, and navigate diverse personalities and situations with grace</li><li>Motivation: You're intrinsically driven to do excellent work, take initiative, and find fulfillment in supporting others' success</li></ul>Bonus Skills (Not Required, But Highly Valued)<ul><li>Photography and photo editing</li><li>Social media content creation and management (Instagram, Facebook, LinkedIn)</li><li>Graphic design (Canva, Adobe Suite)</li><li>Video editing for social media</li><li>Website and CRM management (WordPress, Go High Level)</li><li>Email marketing platforms (Mailchimp, Mailer Lite)</li><li>Event planning experience</li></ul>Ideal Candidate ProfileYou're a self-starter who thrives on completing tasks efficiently and with excellence. You anticipate needs before being asked, communicate proactively and with brevity &amp; clarity, and take genuine pride in making someone else's life easier. You see AI as a powerful assistant (not a replacement) and regularly incorporate it into your workflow to work smarter, not harder.You're equally comfortable booking a business meeting and coordinating a personal appointment. You handle sensitive information with the utmost discretion and understand that supporting a busy entrepreneur means wearing many hats- from strategic business tasks to practical personal coordination.You're comfortable working independently, but you know when to ask questions. You don't need hand-holding, but you do need clear priorities. You bring solutions, not just problems. You problem solve instead of making excuses.What Success Looks Like<ul><li>The entrepreneur has more time to focus on clinical work and strategic growth</li><li>Tasks are completed accurately and on time without reminders</li><li>Communication is clear, proactive, and professional</li><li>Systems and processes become more efficient over time</li><li>You become a trusted partner who can handle anything thrown your way</li></ul>Compensation &amp; Details<ul><li>Starting rate: $25+/hour (based on experience and skills)</li><li>Start Date: January 2026</li><li>Structure: 1099 contractor position (LLC preferred)</li><li>Hours: Starting at 5-10 hours/week</li><li>Growth potential: Up to 15-20 hours/week based on performance and business needs</li><li>Schedule: Flexible with core availability during business hours (typically Monday- Friday)</li><li>Work arrangement: Primarily virtual with local in-person availability</li><li>Requirements: NDA and BAA signing required</li></ul>To ApplyPlease submit the following to eclemensot@gmail.com or apply on Indeed:<ul><li>Resume (no more than 3 pages) highlighting relevant experience</li><li>Cover letter (2 pages max) addressing:</li><li>How you currently use AI tools in your work (be specific!)</li><li>An example of a system or process you've created or improved</li><li>Why you're interested in this particular role and what makes you a great fit</li><li>Your availability and ideal working arrangement</li><li>AI Tool Proficiency Statement: List the AI tools you use regularly and give one concrete example of how you've used AI to solve a problem or improve efficiency</li><li>3 professional references (name, relationship, contact info)</li></ul>Optional but encouraged:<ul><li>Portfolio or examples of relevant work (social media content, photography, process documentation, etc.)</li><li>Brief description of your LLC and website address (if applicable)</li></ul>Subject line: EA Application - [Your Name]Application deadline: December 19, 2025 or until filledJob Types: Part-time, ContractPay: $25.00 - $40.00 per hourExpected hours: 5 &ndash; 10 per weekWork Location: Hybrid remote in Woodbridge, VA 22192

Executive Assistant

Join Pediatric Achievements, LLC and explore 1   exciting career opportunities. They're hiring for various roles with options for remote or on-site work. Apply today and become part of their innovative team.

Pediatric Achievements, LLC

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Executive Assistant