Executive Assistant & Office Manager
15 days ago
Dumont
Job DescriptionAbout the Company Primes Pediatric Development Center is a warm, family centered pediatric clinic in Dumont, NJ. We serve children from birth to six in a calm, respectful environment where therapists feel supported and valued. Overview We are seeking a highly organized, friendly, and proactive Executive Assistant to the CEO. This role is the heartbeat of the office, ensuring a welcoming environment for guests and employees, smooth office operations, and exceptional administrative support. The ideal candidate is professional, discreet, service-oriented, and thrives in a fast-paced environment with minimal supervision where priorities shift quickly. An interest in children's development is a plus. --- Key Responsibilities: --- Front Desk / Reception & Office Experience • Serve as the first point of contact for the office by greeting patients, employees, and vendors warmly and professionally, • Answer and route incoming calls, emails, and general office inquiries, • Oversees and process all aspects of patient registration and billing, including related documentation, • Maintain client confidentiality in accordance with HIPAA regulationsOffice Management & Operations, • Own daily office operations including supplies, snacks, mail, shipping, and inventory tracking, • Manage vendor relationships (cleaning, building management, maintenance, deliveries, office services, etc.), • Submit service requests and follow up on repairs/issues until completion, • Support workplace safety, basic compliance processes, and office guidelines, • Assist with onboarding logistics (desk setup, badges, welcome support, workspace readiness)Social Media & Online Presence Support, • Support the daily management of the companys social media accounts (e.g., Instagram, Facebook, LinkedIn), • Assist with posting updates & Respond to basic inquiriesExecutive / Administrative Support, • Provide calendar and scheduling support for leadership as needed, • Handle confidential information with discretion and professionalism, • Administrative & General Support, • Maintain office files, contact lists, and internal documentation (digital and physical), • Support invoice handling and purchase order requests (if applicable)Required Qualifications, • 2+ years of experience in an administrative, executive assistant, office manager, or receptionist role (or similar), • Excellent communication skills (written and verbal), • Strong organizational skills and ability to manage multiple priorities, • Highly professional, warm, and customer-service oriented, • Strong attention to detail and follow-through, • Comfort working on-site in a front-facing role, • Familiarity with tools such as Microsoft Office (Outlook, Teams, Word, Excel), Google Workspace, Canva ,LinkedIn, Instagram, ZoomWork Environment & Expectations, • On-site presence required to support front desk and daily office operations, • May occasionally support early/late meetings or events