Executive Assistant

Job Overview
Genesis Counseling is seeking a highly organized, proactive, and detail-oriented Executive Assistant to support executive leadership and ensure seamless daily operations across all locations. This role is primarily remote; however, it requires the ability to travel to all South Florida offices, attend events, and complete weekly in-person responsibilities.

The Executive Assistant plays a critical role in maintaining organization, supporting growth, and upholding the Genesis Way through authenticity, integrity, communication, collaboration, and excellence.

Work Requirements

• Primarily remote with regular travel to all office locations as needed
• Weekly visit to Boca office and Designated mail drop off location to pick up, sort, and deliver mail
• Availability to attend events, trainings, and meetings in person
• Reliable transportation required

Responsibilities

Executive & Administrative Support

• Provide direct support to the CEO, CCOO, and CCO
• Manage calendars, scheduling, and coordination of meetings
• Schedule internal meetings, leadership meetings, and interviews
• Take detailed notes during meetings and track follow-up items
• Assist with calls, communication, and coordination across departments

Operations & Organizational Management

• Maintain and organize all company documents within Google Drive, ensuring accuracy and accessibility
• Keep all records updated, including:
• Clinician records
• Office/location records
• Organizational documents
• Update and maintain:
• Clinician specialty sheet
• Asana meeting sheets, projects, and workflows
• Support development and updates of policies & procedures
• Oversee and execute general organizational tasks across departments

Onboarding, Hiring & HR Support

• Prepare and manage onboarding documentation
• Assist with hiring processes:
• Reviewing resumes
• Scheduling interviews
• Support account setup and termination for team members
• Ensure onboarding and offboarding processes are completed accurately
• Assist with HR-related coordination, scheduling, and compliance

Marketing & Event Support

• Support marketing initiatives, including:
• Newsletter campaigns
• Social media coordination
• Research and data collection
• Plan, coordinate, and attend:
• Genesis-hosted events
• Community and marketing events
• Organize and execute:
• Quarterly team social events
• Annual holiday party
• Assist in developing workflows for inquiries and client onboarding in collaboration with marketing

Office & Facility Support

• Retrieve and manage weekly mail (Boca location)
• Provide backup support for:
• Facility runs and errands
• Maintenance requests
• Inventory and supply management
• Assist with new office/location setup, including logistics and organization

Financial, Billing & Credentialing Support

• Assist with bill pay and financial organization tasks
• Provide support to billing operations as needed
• Assist with credentialing processes and documentation
• Maintain accurate tracking of financial and operational records

Research & Special Projects

• Conduct research and gather data to support business decisions
• Assist with system improvements and operational efficiencies
• Support special projects and initiatives as assigned by leadership
• Provide flexible support across departments as needed

We are seeking a highly organized, proactive, and detail-oriented individual who thrives in a fast-paced environment and brings structure to multiple moving parts.

The ideal candidate is:

• Exceptionally Organized – Creates and maintains structure across systems and workflows
• Strong Communicator – Clear, professional, and effective across all levels
• A Go-Getter – Takes initiative and anticipates needs without being asked
• Detail-Oriented – Ensures accuracy and consistency in all work
• A Skilled Multitasker – Manages multiple priorities and deadlines with ease
• Solution-Focused – Identifies problems and brings solutions
• Adaptable & Flexible – Able to pivot and support evolving business needs
• Accountable & Reliable – Takes ownership and follows through
• Tech-Savvy – Comfortable with Google Drive, Asana, and digital systems
• Professional & Discreet – Maintains confidentiality and professionalism at all times

Qualifications & Requirements

• Must reside in South Florida
• Reliable transportation required for travel between offices and events
• Strong organizational, time management, and communication skills
• Ability to work independently and collaboratively
• Comfortable in a fast-paced, growing organization
• Uphold and embody The Genesis Way: Integrity, Transparency, Communication, Collaboration, Authenticity, and Excellence
• Maintain strong communication and responsiveness
• Take initiative in identifying opportunities for improvement
• Provide high-level support with accountability and follow-through
• Assist with additional tasks and projects as assigned by the CEO, CCOO, and CCO

Join us in a role where your organizational talents will shine! We value energetic individuals who are eager to contribute to our success while enjoying a supportive work environment. This role is ideal for someone who enjoys being the backbone of an organization, thrives in structure and organization, and wants to grow within a dynamic and expanding company.

Pay: $44,000.00 - $45,000.00 per year

Benefits:

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

Ability to Commute:

• Boca Raton, FL 33487 (Required)

Work Location: Hybrid remote in Boca Raton, FL 33487