Personal Assistant

Overview

Next Step Community Mental Health, INC. is seeking a dynamic and highly organized Personal Assistant to support executive leadership and ensure smooth daily operations. This role offers an exciting opportunity to be at the center of a fast‑paced, evolving environment. The ideal candidate will demonstrate exceptional organization, strong follow‑through, proactive problem‑solving abilities, and the flexibility needed to support a small but rapidly growing organization.

This position involves supporting the Executive Director across multiple locations—including the administrative office and the Executive Director’s home—and may require travel in the Executive Director’s personal vehicle for work‑related purposes. Full travel flexibility is required.

Duties \& Responsibilities

• Manage complex calendars using Microsoft Outlook, scheduling meetings, appointments, and events with precision.
• Coordinate and plan events, conferences, and meetings, including logistics such as venue bookings, materials, and catering.
• Prepare correspondence, reports, presentations, and operational documents with attention to detail.
• Maintain professional phone etiquette when managing multi\-line phone systems, screening calls, and supporting communication needs.
• Perform data entry tasks using QuickBooks, and maintain both digital (Google Workspace) and physical filing systems.
• Assist with office management tasks including supply procurement and maintaining a well\-organized environment.
• Support project coordination by tracking deadlines, preparing documentation, and ensuring follow‑through across multiple departments.
• Conduct proofreading and transcription to ensure accuracy and professionalism in all communications.
• Assist with HR coordination tasks as delegated, handling sensitive and personal information with strict confidentiality.
• Provide support across various departments as needed, contributing to multiple projects simultaneously.
• Pick up and drop off orders, materials, or documents as needed for business operations.
• Draft professional emails, memos, and follow‑up communications on behalf of the Executive Director.
• Follow up consistently with leadership and staff to ensure tasks, deadlines, and deliverables are met.
• Support work/life integration tasks that enhance executive efficiency.
• Be available after hours via phone or text if urgent matters arise (compensated accordingly).

Required Skills \& Qualifications

• Minimum of 2 years of executive support or personal assistant experience.
• Proven reliability, professionalism, and ability to maintain absolute confidentiality.
• Reliable transportation and willingness to travel within a 50‑mile radius regularly.
• Ability to adapt quickly to change in a fast‑moving, small‑company environment with no resistance to shifting priorities.
• Strong organizational skills with the ability to multitask efficiently.
• Excellent verbal and written communication skills, including strong phone communication—not solely text or email.
• Proficiency with Microsoft Office (Word, Excel, PowerPoint), Google Workspace, and DocuSign.
• Knowledge of QuickBooks or basic bookkeeping principles.
• Strong problem‑solving and decision‑making abilities; able to work independently with minimal supervision.
• Self‑motivated, proactive, and able to anticipate needs.
• Ability to develop ideas, propose solutions, and follow through to execution.
• High attention to detail, excellent typing skills, and strong proofreading abilities.
• Organized, dependable, and able to manage multiple responsibilities simultaneously.
• Quick and eager learner who can adapt to evolving processes and systems.
• Willingness to accompany the Executive Director to various locations, including her home, administrative offices, and community\-based locations.
• Full travel flexibility is required.

Additional Information

• Part\-time position with the opportunity to transition to full\-time.
• Pay rate: TBD based on experience and qualifications.
• Compensation provided for any after\-hours time worked.

Job Types: Full\-time, Part\-time, Contract

Application Question(s):

• Are you available after hours via phone or text if urgent matters arise?

Experience:

• Personal assistant: 2 years (Required)

Work Location: Hybrid remote in Miramar, FL 33023