Executive Assistant

Company Description

Soultenders is a private practice management company committed to providing accessible mental health care. Partnering with over 20 insurance providers, Soultenders supports a network of 270+ skilled therapists offering both Telehealth and in-person therapy services. With 14 office locations across Southern California, Soultenders is dedicated to prioritizing mental wellness and comprehensive care. As a team, we strive to create a supportive environment that empowers therapists and the clients they serve.

Position Summary

The Executive Assistant provides high-level administrative, operational, and strategic support to executive leadership. This role serves as a trusted partner to the C-suite, ensuring priorities are executed efficiently, communication flows seamlessly, and organizational initiatives remain on track.

This position requires a proactive, highly organized professional who anticipates needs, exercises sound judgment, and handles sensitive information with the highest level of discretion. In a small-company environment, the Executive Assistant must be adaptable, resourceful, and willing to step in wherever support is needed to maintain operational continuity and executive effectiveness.

Essential Functions

Executive Support

• Manage complex executive calendars, scheduling meetings and resolving conflicts strategically.
• Coordinate travel arrangements, itineraries, and logistical planning.
• Prepare agendas, briefing materials, and executive summaries.
• Draft, edit, and manage correspondence, presentations, and reports.
• Screen and prioritize incoming communications and ensure timely follow-up.
• Track action items and support leadership in advancing initiatives.
• Serve as a strategic gatekeeper for executive priorities, aligning meetings and communications with organizational goals.

Operational & Project Coordination

• Support cross-functional projects and strategic initiatives.
• Assist in preparing dashboards, reports, and performance summaries.
• Maintain organized digital filing systems and documentation.
• Document processes, workflows, and procedures.
• Monitor deadlines and promote accountability across teams.

Organizational & Cross-Functional Support

• Provide hands-on administrative or operational support during peak periods or special initiatives.
• Step in to support departments to ensure continuity of operations.
• Adapt quickly to changing priorities and organizational needs.
• Demonstrate a collaborative, solutions-oriented, “roll-up-your-sleeves” approach while maintaining executive-level professionalism.

Confidentiality & Professional Representation

• Handle highly sensitive organizational, financial, personnel, and strategic information with discretion.
• Maintain strict confidentiality and professional judgment at all times.
• Support compliance, documentation, and internal standards as needed.
• Represent executive leadership professionally in written, verbal, and interpersonal communications.

Administrative & Event Coordination

• Coordinate executive meetings, retreats, and organizational events.
• Manage vendor communications and logistics.
• Prepare expense reports and assist with executive budget tracking.
• Support internal communications and leadership messaging initiatives.

Qualifications

Education & Experience

• Bachelor’s degree preferred or equivalent professional experience.
• 5+ years supporting senior executives or C-suite leaders preferred.

Knowledge, Skills, and Abilities

• Exceptional organizational and time-management skills.
• Strong written and verbal communication abilities.
• High level of discretion, professionalism, and sound judgment.
• Ability to prioritize competing demands in a fast-paced environment.
• Proficiency in Microsoft Office (Outlook, Excel, Word, PowerPoint) and collaboration tools (e.g., Teams, SharePoint).
• Ability to work independently while managing multiple priorities with minimal supervision.

Core Competencies

• Strategic thinking with strong attention to detail
• Proactive and anticipatory mindset
• High accountability and follow-through
• Adaptability and problem-solving orientation
• Executive presence and professional maturity
• Collaborative and service-driven approach

Work Environment & Expectations

• Operates in a dynamic, small-organization environment requiring flexibility and initiative.
• May require occasional after-hours responsiveness to support executive needs.
• May assist with logistics related to executive travel or off-site meetings.

Physical Requirements

• Prolonged periods of sitting at a desk and working on a computer.
• Ability to lift up to 15 pounds occasionally.
• Ability to communicate effectively in written and verbal formats.

Compensation Range: $25 – $30 per hour

The final compensation offered will be determined based on multiple factors, including but not limited to experience, skills, qualifications, internal equity, geographic considerations, and business needs.

Pay: $25.00 - $30.00 per hour

Benefits:

• 401(k)
• Dental insurance
• Health insurance
• Paid time off
• Vision insurance

Education:

• Bachelor's (Preferred)

Experience:

• Executive administrative support: 3 years (Required)

Language:

• Spanish (Preferred)

Location:

• Arcadia, CA 91066 (Preferred)

Ability to Commute:

• Arcadia, CA 91066 (Required)

Work Location: In person