Technical Executive Assistant and Project Manager

Company Description

The Neurobehavioral Institute (NBI), located in South Florida, specializes in treating psychological conditions such as anxiety, obsessive-compulsive disorder (OCD), mood disorders, neurobiological, behavioral, and autism spectrum disorders. Using evidence-based methods such as Cognitive Behavioral Therapy (CBT) and Dialectical Behavior Therapy (DBT), NBI provides a range of services, including psychoeducational workshops, psychological assessment, intensive outpatient programs, and relapse prevention. With a focus on tailored, research-supported interventions, NBI serves individuals with complex symptoms or limited access to care. Our clinical services are led by doctoral-level practitioners to ensure the highest quality of treatment.

Role Description

This is a full-time, on-site role in Weston, FL, for a Technical Executive Assistant and Project Manager.

We are seeking a candidate who is highly fluent in modern technology platforms and emerging AI tools, with a demonstrated ability to evaluate, implement, and optimize digital workflows across teams. This role requires someone who is curious, analytical, and comfortable experimenting with AI-driven solutions to improve efficiency, decision-making, and operational performance.

Qualifications

• Strong skills in Executive Administrative Assistance, Administrative Assistance, and delivering high-level Executive Support.
• Schedule Management: Review and plan the weekly schedule in advance. Manage the Director's calendar and scheduling systems, ensuring they are up to date.
• Communication Management: Handle incoming and outgoing communication, including screening and prioritizing phone calls, emails, and other correspondence.
• Document Preparation: Draft and prepare professional business documents, reports, and presentations.
• Meeting Coordination: Schedule meetings and appointments. Proactively anticipate and prepare for upcoming appointments by organizing documents, notes, and meeting agendas. Take minutes during meetings and distribute them to relevant parties.
• Document Organization: Manage and organize important documents and emails, ensuring easy accessibility and data integrity.
• Liaison Role: Serve as a liaison between the Director and staff members and clients. Build and maintain positive relationships, handling inquiries or issues professionally and promptly.
• Travel Arrangements: Arrange domestic and international travel plans and accommodation, including itineraries and special requirements.
• Event Planning: Plan and coordinate conferences and events, including preparing agendas, materials, logistics, and presentations.
• Project Support: Provide support on special projects or initiatives, collaborating with cross-functional teams to ensure project milestones are met. Conduct research, gather data, and prepare reports or presentations as needed.
• General Administrative Support: Perform various administrative duties as assigned to support the clinic's efficient operation.
• Requirements: Bachelor’s degree in Business Administration, Communications, or a related field is preferred.
• Technology: Identify opportunities to leverage AI and automation to streamline workflows and improve team productivity
• Implement and manage technology tools, integrations, and digital system workflows
• Support data-driven decision making through dashboards, reporting tools, and AI-assisted analysis
• Evaluate emerging software and AI platforms and recommend practical adoption strategies
• Train team members on new tools, systems, and AI-powered capabilitiesPrevious experience in project management or supporting senior executives is highly desirable.
• CRM knowledge is preferred