Executive Personal Assistant to Physician Founder and CEO

Executive Personal Assistant to Physician Founder and CEO

Momentum Park is seeking a highly organized, proactive, detail oriented Executive Personal Assistant to support a physician founder, nonprofit CEO, and national maternal health leader. This is a unique hybrid role that blends executive assistance, personal assistance, household operations, travel coordination, light project management, and hands on support for a fast moving home office environment.

This role is ideal for someone who is smart, resourceful, tech savvy, emotionally steady, flexible, and able to anticipate needs before being asked. The right person enjoys making life easier for a busy founder and can move comfortably between calendar management, receipts, errands, travel planning, Canva projects, dog care, Amazon orders, event preparation, mailing mommy kits, and helping keep both work and home systems moving.

This is not a traditional office job. This role includes remote work, in person support at a home office when the founder is in town, occasional errands, occasional dog sitting or dog related support, and possible travel support when needed.

About Momentum Park

Momentum Park is a national maternal health initiative where moms come first and every moment matters. Our work supports pregnant and postpartum mothers through technology, public health, community based care, SHERO programming, and culturally responsive support systems.

The Executive Personal Assistant helps keep the founder organized, supported, on schedule, and prepared so the work of Momentum Park can continue moving forward with excellence.

Role Summary

The Executive Personal Assistant will serve as a trusted support partner to the Founder and CEO. This person will help manage the calendar, travel, receipts, invoices, email follow up, errands, supplies, dog care support, home office organization, Canva projects, mailing, event preparation, and special projects.

The ideal candidate is several steps ahead, keeps track of details, follows instructions carefully, asks clarifying questions when needed, and is comfortable receiving direct communication in a fast paced environment.

Core Responsibilities

Calendar and Scheduling

☐ Manage and monitor the founder’s calendar
☐ Keep track of upcoming meetings, travel, events, deadlines, and commitments
☐ Look ahead weekly and monthly so the founder knows what is coming
☐ Prepare reminders for upcoming meetings, flights, hotel stays, events, and deadlines
☐ Help schedule meetings, meals, appointments, calls, trainings, and follow ups
☐ Coordinate with partners, team members, vendors, and contacts as needed
☐ Make sure the founder is not surprised by what is on the calendar

Travel Planning and Travel Hacking

☐ Research flights, hotels, rental cars, airport transportation, and travel options
☐ Find discounts, deals, points opportunities, loyalty program options, and travel savings
☐ Compare pricing, routes, timing, convenience, and total cost
☐ Track airline reservations, hotel reservations, conference registrations, and ground transportation
☐ Create and maintain a travel spreadsheet with confirmation numbers, dates, costs, and booking status
☐ Keep the founder weeks ahead of upcoming travel needs
☐ Prepare travel summaries and itineraries
☐ Help troubleshoot delays, changes, cancellations, and travel issues when needed

Receipts, Invoices, and Reconciliation

☐ Help organize receipts by month and category
☐ Compare credit card and bank statements to invoices
☐ Make sure every charge is captured on the invoice
☐ Search email inboxes and folders for missing receipts
☐ Download and upload receipts to the correct folders
☐ Track missing receipts clearly
☐ Help prepare reimbursement and billing documentation
☐ Be willing to learn reconciliation systems and follow detailed checklists
☐ Keep receipts and invoice documentation organized and audit ready

Inbox, Communication, and Follow Up

☐ Monitor emails when assigned
☐ Search inboxes for receipts, confirmations, invoices, and important messages
☐ Draft basic emails, reminders, and follow ups
☐ Keep track of outstanding replies or pending items
☐ Help the founder stay ahead of deadlines and commitments
☐ Communicate clearly and briefly about what is done, pending, or blocked

Canva, AI Tools, and Digital Tasks

☐ Use Canva to help create flyers, social media graphics, simple documents, invitations, a…