Overview
Administrative Assistant Jobs in Wilmington, DE at Gillespie Plastic Surgery & Med Spa
About NEXGEN
NEXGEN Asset Management is the industry-leading asset management software that combines a robust computer maintenance management system with advanced asset management planning tools. Based on over 25 years of practical asset management program and software implementation experiences, NEXGEN Asset Management is a web-based software developed specifically to support a comprehensive asset management program.
Position Overview
NEXGEN is seeking an organized, proactive, and detail-oriented Executive Assistant to help keep our operations running smoothly. This contract, part-time role is perfect for someone who thrives in a dynamic environment, enjoys wearing multiple hats, and is excited to support both leadership and operations of a fast-growing software company.
This role can be done remotely within the U.S., or from our headquarters in Sacramento, CA.
What You’ll Do:
Executive & Leadership Team Support: Provide administrative support to the CEO and leadership team, including coordinating meetings, taking meeting notes, and assisting with a variety of administrative tasks.
Payroll & HR Support: Manage payroll reports, timesheets, and assist with HR & benefits administration.
Onboarding Support: Ensure a seamless experience for new employees by coordinating the HR aspects of our onboarding process.
Finance & Operations: Assist with accounts receivable/payable (AR/AP), certificates of insurance, and quarterly tax filings.
Cross-Team Coordination: Act as a liaison between teams to ensure smooth communication and workflow.
Office Management: Oversee office supply orders.
Security & Compliance: Manage monthly security tracking and reporting to keep operations secure and compliant.
Team Building: Organize virtual and in-person team-building events to support a healthy company culture.
Requirements:
Bachelor’s degree in Business Administration, Communications, or other relevant field.
4+ years of professional work experience.
2+ year of prior experience as an Executive Assistant or Administrative Assistant.
Highly organized with excellent attention to detail.
Strong communicator who can coordinate across teams effectively.
Proactive and resourceful—able to anticipate needs before they arise.
Comfortable handling confidential information with discretion.
Tech-savvy, with experience using Microsoft Office.
Candidates who do not meet all the above requirements but still feel they would be a great fit for the role are encouraged to apply.
Location: Remote or at our HQ in Sacramento, CA
Hours: Part-time, approximately 15 hours per week
Salary: $30-35 per hour, dependent upon experience
Role Type: Contract (1099)
Why NEXGEN?
We’re an innovative, forward-thinking tech company that values collaboration, efficiency, and adaptability. In this role, you’ll be a key part of ensuring our internal operations run smoothly, supporting a leadership team that’s shaping the future of work.
NEXGEN Core Values
Courage – Do the right thing & do not be afraid of taking smart risks
Be bold and make intelligent decision
Take initiative even when faced with adversity
Innovation – Promote innovation & continuous improvement
Approach work with intellectual curiosity
Follow best practices of the industry
Respect – Treat others with respect & professionalism
Be honest, open, and forthright
Approach the organization, clients and team with integrity
Proactive – Anticipate & take the initiative to achieve results
Be aware of situation and environment
Anticipate needs and take initiative to address
Results – Deliver exceptional results
Hold yourself accountable to deliverables and deadlines
Strive for excellence
Community – Build a community of co-workers and clients
Family-driven culture of teamwork
Connect on a personal level with team and clients
NEXGEN is an equal opportunity employer. We celebrate diversity and are committed to
creating an inclusive environment for all employees.
Title: Administrative Assistant
Company: Gillespie Plastic Surgery & Med Spa
Location: Wilmington, DE
