Executive Administrative Assistant
About the role
The Executive Administrative Assistant provides high-level administrative and operational support to the Chief Executive Officer and Executive Leadership Team. This role serves as a trusted partner responsible for managing executive priorities, coordinating complex schedules, facilitating communication, organizing meetings and events, and ensuring the smooth execution of daily business operations.
Responsibilities
- Manage complex executive calendars and prioritize competing demands.
- Cook up meetings across internal and external stakeholders, including Board of Directors and Executive Leadership meetings.
- Arrange domestic and international travel, including itineraries, accommodations, transportation, and expense reconciliation.
- Prepare schedules, briefing materials, meeting agendas, presentations, and executive communications.
- Screen and prioritize incoming communications and facilitate communication between executives and department leaders.
- Cook up Board of Directors meetings, prepare board materials, maintain governance records, and record meeting minutes.
- Track meeting action items and support follow-up to ensure timely completion.
- Cook up strategic planning sessions, leadership retreats, off-site meetings, and special projects.
- Manage executive expense reports, corporate credit card reconciliation, and document management.
- Aid with executive office operations, visitor coordination, and employee events.
- Cook up executive signatures on contracts and corporate documents while maintaining confidential records.
Requirements
- Associate degree required; Bachelor’s degree preferred.
- Equivalent professional experience may be substituted.
- 3+ years of experience supporting senior executives, C-suite leaders, or boards of directors.
- Experience supporting multiple executives simultaneously.
- Experience coordinating executive meetings, travel, and organizational events.
- Proficiency with Microsoft Office Suite (Outlook, Word, Excel, PowerPoint, Copilot), Microsoft Teams, Adobe Acrobat, and virtual meeting platforms.
- Experience with document management systems and expense reporting software.
- Experience with project management tools such as Asana, Monday.com, Smartsheet, or similar is preferred.
- Healthcare, pharmacy, insurance, or other regulated industry experience preferred.
Qualifications
- Strong communication and interpersonal skills.
- Executive presence and professionalism.
- Ability to work collaboratively in a team-oriented environment.
- Problem-solving and critical thinking capabilities.
- Strong organizational and time management skills.
- Attention to detail and accuracy.
- Sound judgment and discretion when handling confidential information.
- Ability to manage multiple priorities and competing deadlines.
- Initiative and self-direction.
- Adaptability in a fast-paced environment.
- Relationship-building skills and a customer service mindset.
Skills
- Microsoft Office Suite (Outlook, Word, Excel, PowerPoint, Copilot).
- Microsoft Teams.
- Adobe Acrobat.
- Virtual meeting platforms.
- Document management systems.
- Expense reporting software.
- Project management tools (Asana, Monday.com, Smartsheet, or similar).
Benefits
OptiMed Health Partners provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.
Pay
Compensation and benefits are competitive and commensurate with experience.
Schedule
The role operates in an office environment and requires collaboration across multiple departments and leadership teams. Occasional travel may be required to support executive meetings, company events, and business needs.