Executive & Personal Assistant to Chief Executive Officer

Company Description

Iconic Dermatology is a cutting-edge dermatology practice based in the Treasure Coast, specializing in medical, cosmetic, and surgical dermatology. Founded by Dr. Anand Haryani and Dr. Divya Haryani, the practice is committed to delivering exceptional patient care in a welcoming, state-of-the-art environment. Guided by a passion for dermatology and a dedication to the highest clinical standards, the team values the trust placed in them by patients and strives to deliver outstanding results every day.

To support the continued growth of the practice and its founders, we are seeking a highly capable Executive & Personal Assistant to provide comprehensive support across business operations, professional commitments, and personal and household needs. This is a trusted, long-term role for someone who thrives in a fast-paced, high-responsibility environment, values discretion, and excels at bringing structure, clarity, and calm to complex schedules and operations.

Role Description

This is a full-time, on-site role based in Vero Beach, Florida, supporting the Chief Executive Officer and founders in both executive and personal capacities. The Executive & Personal Assistant will serve as a central point of coordination, managing schedules, logistics, administrative responsibilities, and day-to-day operations across business, personal, household, and family needs.

This individual will play a critical role in optimizing workflows, supporting leadership objectives, and ensuring the smooth execution of daily activities. The role requires excellent judgment, discretion, strong follow-through, and the ability to anticipate needs while balancing multiple priorities in a fast-paced environment.

Key responsibilities include:

Travel & Scheduling

• Manage the CEO’s calendar, appointments, and meetings
• Book travel logistics
• Track itineraries, confirmations, and travel changes

Executive, Legal, Business & Finance Support

• Prepare and organize documents, reports, and correspondence for leadership
• Assist with tax preparation and liaise with accountants
• Collect, organize, and review financial and tax documents (including K-1s and retirement accounts)
• Manage license renewals (property taxes, business and professional licenses, memberships)
• Oversee insurance renewals (property, auto, umbrella) and research coverage options
• Support loan applications and renewals
• Manage and reset login credentials securely

Payments and Financial Statements

• Oversee expense reports and credit card statements
• Deposit and process checks
• Manage authorized users and credit card limits
• Pay routine bills with established permissions

Email, Communication, and Technology

• Organize, prioritize, and manage email and Google Drive
• Maintain structured digital filing systems
• Ensure software and applications are up to date
• Coordinate with IT professionals as needed
• Securely manage passwords and digital access
• Set up and support new technology and devices

Property Support

• Coordinate cleaners, contractors, and maintenance services
• Vet vendors, manage repairs, and oversee service schedules
• Assist with new home build follow-ups and contractor coordination
• Sort, scan, upload, and organize mail and documents
• Manage deliveries, returns, and errands

Qualifications

• Expertise in Executive Administrative Assistance and general Administrative Assistance
• Proficiency in Executive Support tasks, including partnering with senior leadership
• Experience with creating and managing Expense Reports and ensuring accuracy
• Strong skills in Diary Management, including planning and coordinating schedules efficiently
• Excellent organizational, time management, and multitasking abilities
• Outstanding written and verbal communication skills
• Proficiency in relevant office software tools
• Ability to maintain confidentiality and exercise discretion with sensitive information
• Relevant prior experience in executive-level administrative support is highly preferred