What are the responsibilities and job description for the Executive Assistant to CEO position at Clinical Management Consultants?
Executive Assistant (Travel-Focused) & Office Manager with Collections Support We are seeking a highly organized, concierge hospitality-minded Executive Assistant who functions like an in-house travel agent while running a polished, efficient office and supporting basic collections workflows. You will plan and manage complex domestic and international itineraries—booking flights, hotels, Airbnb stays, ground transport—optimizing loyalty programs, negotiating preferred rates, building clear itineraries, and proactively rebooking during disruptions. You will handle expense submissions and policy compliance, coordinate calendars and meeting logistics across time zones, maintain confidentiality, and deliver exceptional executive support. As office manager, you will oversee daily operations, vendors, supplies, reception coverage, mail and shipping, meeting room readiness, cleanliness, and space planning, keeping the environment welcoming and guest-ready with fresh weekly flowers and thoughtful touches. You will also support events and onsites, arranging venues, catering, A/V, and travel blocks. In partnership with Finance, you will provide collections support by sending invoices, tracking outstanding balances, issuing courteous payment reminders, documenting commitments, reconciling payments, escalating issues when necessary, and maintaining accurate records to improve cash flow while preserving strong client relationships.
Success in this role requires 3–7 years of experience in executive support, travel coordination, office management, or corporate travel; proven skill managing multi-city international travel under changing priorities; strong vendor negotiation; exceptional organization, attention to detail, and calm problem-solving; professional communication and discretion; and a service-oriented mindset. Comfort with collections follow-up—email and phone outreach, tactful client communication, and precise record-keeping—is important.
Key outcomes include on-time, error-free itineraries, measurable cost savings versus benchmarks, rapid rebooking during disruptions, a consistently tidy and welcoming office with fresh florals, high stakeholder satisfaction, strong policy compliance, and reduced DSO through clear, respectful collections follow-up. The role is on-site or hybrid, with flexibility for urgent after-hours travel changes when needed.
To apply, please share your resume and a brief note describing a complex itinerary you managed, an example of negotiating preferred rates or upgrades, how you maintain an inviting office atmosphere, and your approach to collections communications that balance firmness with client care.