About 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 regulations

Office 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 company’s social media accounts (e.g., Instagram, Facebook, LinkedIn)

Assist with posting updates & Respond to basic inquiries

Executive / 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, Zoom

Work Environment & Expectations

On-site presence required to support front desk and daily office operations

May occasionally support early/late meetings or events