Executive Administrative Assistant

Are you ready to have fun at work? Leaps and Bounds Pediatric Therapy is looking for an energetic, driven professional to join our team as an Assistant to the Executive team We support our coworkers by helping them, working together, and by creating an environment of inclusiveness and positivity, where we put our patients first in all we do.

Leaps & Bounds Pediatric Therapy is a multidisciplinary outpatient private practice in need of an Executive Assistant.

Here at Leaps, the family is at the center of our mission, we work together to help children reach their therapy goals and improve the quality of life for our families. We celebrate all abilities and advocate for the children we serve. We are appreciative of the opportunity we have to make a positive impact on our communities by providing families with quality care.

If you are looking for opportunities of professional and personal growth, this is the place for you! We are rapidly expanding and have a location in Norco & Corona. Leaps & Bounds Pediatric Therapy provides employees with substantial support and training, including continuing education opportunities and a robust benefits package.

Join our team! Together, we can continue to help children grow by Leaps & Bounds!

This position will provide direct support to the CEO for personal and professional assistant duties, as well as Executive Team and Senior Management:

Schedule: Monday - Friday, 8am-5pm, based on Company needs

Compensation: Dependent on Experience

• Own the CEO’s calendar, prioritize meetings with critical customers, internal stakeholders, and others. 
• Help ensure leaders are properly prepared and on time for all meetings. 
• Reconcile accounts in QuickBooks. 
• Assist with weekly and monthly financial summaries 
• Coordinate with accountants, as needed. 
• Prepare expense reports and manage invoices using QuickBooks 
• Support special projects and cross functional initiatives as assigned, ensuring timely completion and high-quality outcomes. 
• Coordinate activities of vendors or support staff in execution of meetings and events. 
• Perform data entry and maintain tracking spreadsheets. 
• Assist with QuickBooks and basic AP/AR tasks (preferred) 
• Assist with accounts payable (AP) and accounts receivable (AR), including invoice review, organization, and payment tracking. 
• Maintain financial records, expense reimbursement documentation, and supporting files to ensure accuracy and completeness. 
• Support payment processing, vendor setup, and account reconciliation. 
• Assist with expense tracking, budget monitoring, and preparation of basic financial reports. 
• Provide support for month-end and year-end financial processes as needed. 
• Other duties as assigned by supervisor
• Contribute to leadership meetings by taking notes and tracking action items. 
• Draft and organize presentation materials for internal and external meetings. 
• Support the CEO in tracking and driving priority action items across business development and operational initiatives. 
• Maintain strict discretion regarding sensitive information related to fundraising, strategic planning, and internal organizational plannings. 
• Coordinate end-to-end travel and logistics for conferences, site visits, meetings, and all off-site events. 
• Manage all forms of correspondence as needed, to ensure prompt and smooth flow of communication to and from the CEO. 
• Manage tasks and timelines for CEO and Executive Team. 
• Create, implement, organize, and maintain Outlook Calendars for Executive Team. 
• Coordinate local staff activities including birthdays, anniversaries, holidays, and other celebrations. 
• Act as the Project Manager, as needed.

Requirements

• Bachelor’s degree preferred
• QuickBooks experience highly desired
• Experience as a personal assistant, at least one year
• Experience as an executive assistant, at least one year
• Microsoft Power Point, Word, Excel, Outlook proficiency
• Administrative experience, at least one year
• Clear Livescan
• Ability to work in a fast-paced environment, dealing with deadlines & pressures while maintain attention to detail.
• Flexibility
• Strong interpersonal and organizational skills
• Strong attention to detail and the ability to multitask
• Engaging, courteous, approachable and helpful
• Self-starter
• Great time managing skills
• Optimistic attitude
• Great conflict resolution skills
• Be a Strong-Team Player
• Have a desire to continue to grow as a professional
• Ability to sit for prolonged periods of time
• Ability to stand, bend, stoop, lift and move intermittently during shift
• Must be able to lift up to a minimum of 50lbs
• Must be able to push or pull wheeled items over 50lbs