Executive Assistant to Operations Director
Location:Remote, with occasional on-site visits
Company: Fluence Clinic
About Fluence Clinic:
Fluence Clinic is redefining mental health care through innovative, patient-centered telehealth services. Our mission is to reduce wait times, enhance transparency, and offer tailored care that meets each patient’s unique needs. We believe in delivering mental health services that are fast, accessible, and affordable, all while empowering patients and their GPs to access the best possible care.
As an Executive Assistant at Fluence Clinic, you will play a vital role in supporting our Operations Director in this mission. Your organizational skills and proactive approach will be essential to driving efficiency and ensuring our clinic’s smooth operations, allowing us to meet our goal of delivering exceptional mental health services in record time.
The Role:
This role is perfect for a proactive and detail-oriented Executive Assistant who thrives in a fast-paced environment and has a passion for streamlining processes and improving operational workflows. You will work closely with the Operations Director, managing both their day-to-day needs and assisting with larger strategic projects that directly impact the clinic's efficiency and patient care.
Responsibilities:
- Manage and optimize the Operations Director’s calendar, emails, and meetings, ensuring time is allocated effectively to meet the clinic’s objectives.
- Coordinate internal and external meetings, ensuring seamless scheduling and communication.
- Support the creation and implementation of clinic policies, procedures, and systems that will drive operational excellence.
- Prepare reports, presentations, and communications for both internal and external audiences.
- Handle confidential information with professionalism and discretion.
- Organize and maintain records, databases, and filing systems, ensuring easy access and compliance with clinic standards.
- Assist with travel planning, expense management, and other administrative tasks as needed.
- Track and help drive completion of key initiatives, ensuring deliverables are met on time.
- Collaborate with different teams across the clinic to ensure alignment on goals and processes.
What We’re Looking For:
- Experience in setting up systems: Proven experience developing policies, procedures, and workflows that improve operational efficiency.
- Proactive problem-solver: You anticipate needs and find solutions before they become problems.
- Organisational guru: Ability to juggle multiple priorities and keep everything running smoothly.
- Exceptional communicator: Skilled in written and verbal communication with the ability to convey ideas clearly and effectively.
- Tech-savvy: Experience with Zoho CRM, Calendly, Aircall, and other tools is highly desirable.
- Confidentiality: You handle sensitive information with discretion and professionalism.
- Detail-oriented: You have an eye for detail and a commitment to accuracy.
- Adaptability: Comfortable working in a dynamic, ever-evolving environment.
Why Join Fluence Clinic?
- Be part of a mission-driven organization that’s transforming mental health care.
- Work in a fast-growing, innovative environment where your contributions directly impact patient outcomes.
- Flexible remote working with opportunities for professional development.
- Collaborate with a dedicated team focused on creating the best mental health service in the country.
How to Apply:
If you are a detail-oriented Executive Assistant with experience in creating efficient workflows and are ready to support our mission of delivering exceptional mental health services, we would love to hear from you. Please send your CV and cover letter to [email protected]
We won’t be contacting any applicant, who don’t include a covering letter.
Closing Date: 12/09/2024
Fluence Clinic is an equal opportunity employer and values diversity. We encourage applications from all backgrounds.
Job Types: Full-time, Part-time, Permanent
Pay: $35.00 – $40.00 per hour
Expected hours: 20 – 38 per week
Work Authorisation:
Work Location: Remote
Application Deadline: 12/09/2024
Expected Start Date: 20/09/2024
