Executive Assistant /Business Operations Associate to Co-Founder

Full Job Description

Job Title: Executive Assistant/Business Operations Associate to Co-Founder

Location Notice: While this role is remote-friendly for U.S.-based candidates, we strongly prefer local candidates who can join us in person at our HQ 4+ days a week for close collaboration.

Due to administrative constraints, we are currently not accepting applications from candidates based in California, Colorado, or Washington.

About Us:

Prompt is revolutionizing healthcare by delivering highly automated and modern software to rehab therapy businesses, the teams within, and the patients they serve. As the fastest-growing company in the space and the new standard in healthcare technology, we’re looking to bring on an Executive Assistant to support the Co-Founder as we accelerate our current exponential growth to the next level. This hire will manage busy schedules and maintain great relationships internally and externally. You’ll need to be an effective communicator who’s passionate about details. You must have a deep administrative skill set and be highly organized.

Why work for Prompt?

• BIG Challenges: Here at Prompt, we are solving complex and unique problems that have plagued the healthcare industry for decades.

• Talented People: Prompt didn't happen by chance, it's a team of incredibly talented and proven individuals who all made their mark before joining forces to build the greatest software on the planet for rehab therapists.

• Healthy Approach: This isn't an investment bank, we work long hours when it's needed, but at Prompt you own your workload and the entire organization takes a liking to smart work (over hard work).

• Positive Impact: Prompt helps outpatient rehab organizations treat more patients and deliver better care with less environmental waste. That means less surgery and less narcotic-based pain treatment, all while turning a paper-heavy industry digital. We aren't enthralled with patting ourselves on the back every day, but it does feel good :)

The Role:

This role doesn’t have a set curriculum. We know some of the things we need, yet more importantly, we are hiring an expert who will help us become more productive and effective using their skills and experience. You will play a role in defining your job responsibilities. However, these are the initial expectations we have in mind:

• Complex calendar management: Updating meeting cadences to reflect business priorities, aligning with the Co-founder on schedules, proactively scheduling complex/large meetings, and working with external and internal stakeholders regularly.

• Heavy email and schedule management for the Co-Founder.

• Support the Co-Founder in preparation for team meetings, including preparation of meeting content, capturing action items, and circulating meeting notes as needed.

• Assist with event preparation for the Co-Founder, including researching event locations, logistics management, and preparing event content.

• Arrange company events outside of the workplace, such as meal reservations, client outings, community engagement events, and employee appreciation events.

• Personal assistance as needed, providing support with tasks that ensure the Co-Founder’s productivity and efficiency.

• Special projects or other administrative tasks as assigned.

• Demonstrates initiative, discretion, and tact in managing email, telephone calls, and other requests.

• Willingness to travel occasionally.

Requirements:

• Bachelor’s degree preferred

• Minimum of 5 years of professional experience, 3 of which include supporting multiple C-Suite executives

• Exceptional interpersonal skills with a friendly, positive, and professional demeanor

• Advanced skills in Word, Excel, PowerPoint, Google Workspace, Slack

• Proven ability to handle multiple tasks simultaneously, shift gears quickly, and meet deadlines in fast-paced, dynamic environment while maintaining professional composure

• Demonstrated history of being highly organized and detail oriented

• Strong oral and written communication skills. Able to communicate effectively and professionally with staff and management.

• Solid analytical, research, critical thinking, and decision-making skills

• For local candidates (NY/NJ area): Ability to work on-site at our Hoboken HQ 4+ days per week for in-person collaboration

Perks - What you can expect:

• Competitive salaries

• Hybrid environment

• Potential equity compensation for outstanding performance

• Flexible PTO

• Company-wide sponsored lunches

• Company paid disability and life insurance benefits

• Company paid family and medical leave

• Medical, dental, and vision insurance benefits

• Discounted pet insurance

• FSA/DCA and commuter benefits

• 401k

• Credits for online and in-person fitness classes/gym memberships

• Recovery suite at HQ – includes a cold plunge, sauna, and shower

Here at Prompt, we are committed to fostering a fair and respectful work environment. As part of this commitment, it is our policy not to hire individuals from Prompt Customers unless they have obtained their current employer's explicit consent. We believe in upholding strong professional relationships and respecting the agreements and commitments our customers have with their employees. We appreciate your understanding and cooperation regarding this policy. If you have any questions or concerns, please don't hesitate to reach out to our People Department.

Prompt Therapy Solutions, Inc is an equal opportunity employer, indiscriminate of race, color, religion, ethnicity, ancestry, national origin, sex, gender, gender identity, sexual orientation, age, marital status, veteran status, disability, medical condition, or any other protected characteristic. We celebrate diversity and are committed to creating an inclusive environment for all employees. Prompt Therapy Solutions, Inc is an E-Verify Employer.

Due to administrative constraints, we are currently not accepting applications from candidates based in California, Colorado, or Washington.

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