Executive Assistant to CFOO

Job description

Executive Assistant to CFOO Rehab United is a family-owned private practice specializing in physical therapy, massage/wellness and fitness. We provide services to seven clinic locations across San Diego County. Our company prides itself on having a fun, family-oriented and community-centric culture, which has earned us recognition as one of San Diego's Best Places to Work by The San Diego Business Journal and one of the Top Company Cultures in the nation by Entrepreneur Magazine. We have also been recognized as one of San Diego's Best Physical Therapists by Expertise, as well as San Diego's Best Rehab Center and Sports Massage Provider by Competitor Magazine. Our company is positioned to grow exponentially over the next couple of years, and we are looking for an upbeat, friendly, dedicated, results-driven Executive Assistant to the Chief Financial & Operations Officer (CFOO) to add to our growing team. This individual will provide high-level administrative, operational, and logistical support while helping keep corporate operations, facilities, events, and executive priorities running smoothly. Key Responsibilities: The following is a representation of some of the main areas of focus for our Executive Assistant to CFOO . For the full job description, please contact us for more detailed information. Essential Job Responsibilities: Proactively manage complex executive calendars, resolve scheduling conflicts, and coordinate end-to-end travel logistics for executive leadership. Draft and manage clear, professional email communications with internal staff, company leaders, vendors, and external parties while appropriately representing the CFOO's office. Support special administrative projects, data collection, and report preparation with a high level of accuracy and attention to detail. Maintain strict confidentiality when handling sensitive business, financial, and operational information. Oversee headquarters inventory, including warehouse organization, stock replenishment, and distribution of equipment and supplies to clinic locations and other facilities. Serve as a primary operational contact for facility vendors, coordinating service contracts, recurring maintenance, and issue resolution. Manage headquarters supply ordering and general operational needs. Assist with planning, logistics, coordination, and on-site execution of company events, staff functions, and leadership meetings. Serve as an administrative liaison with property managers across company facilities and clinic locations. Investigate, track, and independently resolve vendor billing, service, and operational discrepancies on behalf of leadership. Oversee business filings, permits, statements of information, and local facility licensing requirements across corporate entities. Required Skills: Excellent written and verbal communication skills with the ability to communicate professionally and confidently with employees, leadership, vendors, and external partners. Highly organized with exceptional attention to detail and the ability to manage multiple priorities without letting important details slip through the cracks. Self-sufficient and resourceful with a strong initiative and "go-getter" mentality. Strong problem-solving skills and the ability to exercise sound independent judgment. Ability to take ownership of responsibilities and follow projects through to completion with minimal supervision. Ability to maintain confidentiality and exercise discretion when handling sensitive information. Advanced proficiency with Microsoft Office Suite, including Outlook, Excel, Word, and PowerPoint, as well as modern office productivity tools. Ability to occasionally lift or move equipment and supplies weighing up to 30 lbs. Preferred Experience: Previous experience supporting an executive, leadership team, or senior-level professional. Experience managing complex calendars, travel arrangements, vendors, facilities, or operational logistics. Experience coordinating company events, meetings, or other large-scale projects. Experience working in a fast-paced environment requiring a high degree of independence and organization. Experience working with multiple locations, facilities, or business entities is a plus. Incentives/Benefits: Medical, Dental, Vision and Life/AD&D benefit options 401(k) Retirement Program with Company Match Vacation and Holiday Pay Sick Pay (in accordance with State and City law) Free Fit Societe gym membership Discounts on Massage Therapy Compensation: $25.00-35.00/hour, depending on experience and qualifications