Executive Assistant to the Clinical Director

Executive Assistant to the Clinical Director (In-Person)

About Us

The Assessment & Resource Center (ARC) is a revolutionary neuropsychological testing and treatment clinic dedicated to helping individuals understand how their unique brain functions. We serve children, teens, and adults through comprehensive neuropsychological and psychological assessments, 19‑point qEEG brain mapping, neurofeedback, and personalized therapeutic services. At ARC, we prioritize exceptional patient care, operational excellence, and the use of cutting‑edge, evidence‑informed technologies—while continuously improving how we serve families and support our team.

Job Overview

We’re hiring a full‑time Executive Assistant for Dr. Gayoso, our Clinical Director. Your mission is to protect Dr. Gayoso’s calendar, handle critical administrative functions, and execute projects so she can operate exclusively in her highest‑value work. The right candidate will adopt a “world‑class assistant” mindset, implementing systems for scheduling, email management, meeting prep, and travel logistics. This role is designed for someone who aspires to grow in executive support, operations, and organizational leadership and is ready to operate at ARC’s level of excellence and accountability.

Responsibilities

• Own Dr. Gayoso’s calendar—set up a “perfect week” structure, create and maintain invites, buffer travel time, and ensure alignment with strategic priorities.
• Prepare agendas for weekly and quarterly meetings, capture action items, and drive follow‑through on tasks.
• Coordinate speaking engagements, podcast appearances, and external meetings, ensuring all logistics are confirmed and on the calendar.

Inbox & Communication Management

• Process the Clinical Director’s inbox daily: triage messages, draft responses, label and organize emails, and ensure the inbox remains clean.
• Respond on the Director’s behalf when appropriate, following clear guidelines for tone and content.
• Coordinate with the rest of the team to relay information and requests efficiently.

Travel & Event Logistics

• Book all travel arrangements, including flights, accommodations, and transportation, with attention to cost, efficiency, and preferences.
• Update the calendar with flight and travel details, handle any changes or cancellations, and prepare itineraries.
• Assist in organizing clinic events, luncheons, and outreach activities; manage vendor communication and on-site logistics.

Operational & Project Support

• Assist with employee timekeeping and payroll approvals; submit basic accounting entries and expense reports.
• Maintain qEEG Pro uploads and treatment documentation; ensure treatment plans are accurate and completed on schedule.
• Coordinate marketing and outreach initiatives, including scheduling social‑media recording sessions and keeping a simple posting calendar.

Clinic Readiness & Personal Support

• Ensure testing rooms and equipment are ready and stocked; manage assessment-day meals and facility needs.
• Maintain an organized workspace for Dr. Gayoso; confirm daily readiness and handle occasional local errands related to clinic operations.

Qualifications

• Experience: At least 2–3 years in an executive assistant or administrative coordinator role; healthcare or behavioral health experience strongly preferred.
• Systems Orientation: Comfortable establishing and maintaining daily, weekly, and monthly task cadences; able to build and refine checklists for repeatable processes.
• Technical Proficiency: Skilled with EMR systems, calendar and scheduling software, email management tools, and spreadsheets; quick to learn new platforms (e.g., CRM systems).
• Communication Skills: Clear, concise writer with excellent verbal communication; professional demeanor and absolute discretion when handling sensitive information.
• Proactive & Detail‑Focused: Anticipate needs, flag conflicts before they arise, and manage multiple priorities without dropping details.
• Values Alignment: Embodies ARC’s values—Honor, Integrity, Compassion, Discipline, Honesty, and Growth Mindset—and seeks to uphold our mission of patient‑centered care.
• Other: Valid driver’s license and reliable transportation; must pass a background check and maintain HIPAA compliance.

Schedule & Compensation

* Schedule: Full‑time, typically Monday–Thursday, 8:30 AM–7:15 PM.

• While those are core clinic hours, some flexibility is available to accommodate scheduling.
• Occasional remote work for end‑of‑week tasks or special projects.

* Compensation: Competitive hourly rate of $20–$25, commensurate with experience and proven skill level.

Benefits

• Health and mental‑health coverage after 90 day employment prohibitionary period. (50% of employee-premium covered by ARC).
• Eligibility for additional insurance benefits after six months.
• 12 paid vacation days per year (accrued), plus holiday pay and wellness perks.
• Professional development opportunities in systems, hospitality, and neuropsychology‑informed client care.

How to Apply

Please follow these steps exactly:

1. Send your updated resume named: Last Name_First Name_EA.pdf to support@thearcfrisco.com

2. Use the subject line: Passionate to Serve Families at ARC Frisco – EA

3. Record a 90 second video explaining:

- How core values have shaped who you are and how you serve in your employment

- A brief example of a time you anticipated a colleague’s, leader’s, or client’s needs and what you achieved.

4. Please complete the Life Language Profile Assessment using this link:

https://my.lifelanguages.com/auth?affiliate=136063_free-mini-life-languages-profile-abundance-coaching&returnUrl=%2Fsurvey%2F179598%2Fcheckout%3Faffiliate%3D136063_free-mini-life-languages-profile-abundance-coaching

Kindly use the FREE MINI Assessment and send us a screenshot of your results.

Please send in these requirements within 48 hours to be considered for the position.

*Serious, career‑driven professionals who can implement systems, uphold our standards, and support our Clinical Director's mission are encouraged to apply.*

Job Type: Full-time

Pay: $20.00 - $25.00 per hour

Benefits

• Employee discount
• Health insurance
• Paid time off

Application Question(s)

• How many years of professional experience do you have working as an Executive Assistant?
• Do you have previous professional experience as an Executive Assistant and/or in a leadership role?
• Briefly describe your previous executive assistant or leadership experience, including your primary responsibilities.
• How do you stay organized when managing multiple priorities, schedules, and deadlines?
• Are you able to reliably commute to our office in Frisco, TX, for your scheduled shifts?

Work Location: In person