Administrative Assistant

Cotler Healthcare is seeking a reliable and organized Administrative Assistant to provide day-to-day administrative and personal support to the Vice President of Psychology.

This is a hands-on support role for someone who is comfortable with technology, organized, responsive, and willing to help with a variety of administrative tasks. A key responsibility will be assisting the VP with virtual meetings and technology, including helping ensure the VP is prepared and able to successfully join and participate in remote meetings.

The ideal candidate is patient, dependable, comfortable working remotely, and enjoys helping others stay organized and on track.

Responsibilities

• Assist the VP with joining and navigating virtual meetings through Microsoft Teams, Zoom, and other platforms.
• Help troubleshoot basic technology issues related to virtual meetings, email, calendar, and other commonly used applications.
• Monitor the VP's calendar and help ensure meetings are scheduled appropriately.
• Send meeting invitations and reminders as needed.
• Help the VP prepare for upcoming meetings by ensuring links, documents, and other materials are readily available.
• Provide reminders regarding meetings, appointments, deadlines, and other commitments.
• Assist with basic email organization and administrative follow-up as requested.
• Prepare, edit, format, and organize basic documents, spreadsheets, and presentations.
• Maintain electronic files and folders in an organized manner.
• Assist with scheduling appointments and coordinating calls.
• Make occasional phone calls or send emails on behalf of the VP.
• Assist with personal administrative tasks related to the VP's workday, as appropriate.
• Help gather information or complete simple administrative projects.
• Track and follow up on items at the VP's direction.
• Perform other general administrative duties as assigned.

Qualifications

• High school diploma or equivalent.
• Previous administrative, office, customer service, or personal assistant experience preferred.
• Comfortable using computers, email, calendars, Microsoft Teams, Zoom, and Microsoft Office.
• Strong organizational skills and attention to detail.
• Patient and comfortable helping someone who is less comfortable with technology.
• Dependable and responsive during regular business hours.
• Professional communication skills.
• Ability to maintain confidentiality.
• Ability to work independently in a remote environment.
• Willingness to assist with a variety of tasks and learn new systems as needed.

Ideal Candidate

The ideal candidate is someone who is:

• Tech-comfortable and can patiently help another person navigate technology.
• Dependable and available when needed during business hours.
• Organized without being overly rigid.
• Resourceful and willing to figure things out.
• Friendly and patient, particularly when providing technology assistance.
• Flexible and comfortable handling both work-related and occasional personal administrative tasks.
• Trustworthy and discreet.

Work Schedule

This is a fully remote, full-time position working Monday through Friday, 8:00 AM–5:00 PM Eastern Time.

Attributes for Success

• A self-starter who takes initiative and ownership of tasks.
• Creative and resourceful, able to find new ways to solve problems and streamline processes.
• Team-oriented with a can-do attitude and strong interpersonal skills.
• Enjoys supporting others and creating a positive, polished experience.