Executive Administrative Assistant Jobs

What we are looking for

Optime Care is looking for an Executive Administrative Assistant for our St. Louis, MO location. We seek a dynamic and passionate person to provide primary support to the General Manager and the executive leadership of Optime Care. The Executive Administrative Assistant oversees the Senior Executive Leadership Team functions and manages the Administrative Support team at Optime Care. He/She will coordinate calendars, schedule meetings, and act as a liaison between the Optime Care Leadership Team. This position serves as key role in quarterbacking a broad variety of tasks that facilitate the team’s ability to effectively lead Optime Care. This position will be in the office 5 days a week, Monday through Friday.

What the position will be doing

• Work closely with the General Manager and Marketing for creating corporate communications and participating in marketing-related activities as it relates to the creation of collateral and materials.
• Serves as a confidential executive administrator to the General Manager and Sr. Executive leadership team.
• Accompany the General Manager to meetings and takes notes, as needed.
• Build relationships and liaises with all staff as needed to ensure a smooth working relationship with the Executive Office so necessary arrangements/information is shared.
• Participate and can manage various projects related to Sr. Executive Leader activities including sales and marketing as well as workforce-related projects.
• Keep the General Manager’s contacts list updated and coordinate with departments and other functions in the organization to ensure contacts are kept up to date and follow-through on meetings, opportunities, ideas for collaboration, etc. is effectively and efficiently carried out.
• Assist the General Manager in prepping for conferences and events, prioritizing contacts to be made and meetings to be established.
• Performs other related duties as assigned or as necessary; remains flexible and adaptable in work schedules and work assignments as defined by departmental and organizational needs.
• Advise the General Manager of their daily schedule; and work closely with them to ensure effective and timely follow-up and any communications.
• Organize meetings with clients and C-suite level executives including lunches, dinners (as needed) and occasionally client requests for assistance when visiting the corporate office.
• Create and manage presentations and organize key meetings across the Sr. Leadership team for clients, prospects, partners, and employees.
• Manage and support the General Manager with meetings, including correspondence, preparing materials and documentation, research, and standing in at meetings if deemed appropriate.
• Drafts correspondence, recommendations, reports, and memoranda on behalf of the General Manager and other members of the Sr. Executive Leadership team.
• Manages the day-to-day workload for the administrative support team.
• Screen and manage the General Manager’s visitors, ensuring appropriate follow-through.
• Support the General Manager in the development of a broad and effective network of partners, clients, and customers.
• Manage vendors and partners for the areas of the business relevant to this role.
• Oversee, manage, and communicate all aspects of the General Manager’s day and week.
• Support the General Manager in tracking and completing performance planning & management processes for all direct reports.
• Manage the General Manager’s and other assigned Sr. Executive Team members’ calendars; schedule and prioritize appointments and meetings. Schedules conference calls and participates as needed on behalf of the General Manager and other Sr. Executives.
• Performs other miscellaneous office, administrative, and sales support tasks as directed.

Necessary Skills, Education & Abilities

• Excellent analytical skills and the ability to provide solutions to complex problems.
• Able to communicate in multiple mediums with all levels within an organization and with clients and customers.
• Able to move fluidly between collaborative and independent work styles.
• At least five (5) years of experience in Executive Office support.
• Must have advanced computer skills, including Outlook, Word, Excel, and virtual collaboration technologies, like Teams and GoTo Meeting.
• Excellent written and verbal communication skills and interpersonal skills are required.
• Able to be highly transparent, ethical, and driven. Relentless attention to detail, and able to be a creative self-starter and team player.
• Advanced PowerPoint skills are mandatory including building sophisticated presentations using animations, slide templating, and image creation.
• Associate’s degree, or higher, preferred.
• Ability to be flexible and adapt to changing processes and procedures.
• Ability to think and act independently, formulate, and support new ideas, and champion new initiatives within and beyond the scope of own responsibilities.
• Ability to thrive in a fast-paced environment with constantly changing priorities.
• At least six (6) years of overall professional administrative support experience.

About Us

Optime Care is a Specialty Pharmacy dedicated to providing services to smaller patient communities. We focus on securing insurance coverage, coordinating care, and complying with therapy regimens are only a few examples. Our mission is to minimize the daily impact of living with unique disorders. After just one call, our experts begin to address everything from medication delivery and insurance reimbursement to compliance and education. Every patient receives a proactive service experience tailored to their specific needs.

What Sets Us Apart

• A diverse and inclusive culture that embraces innovation
• A leader in providing specialty pharmaceuticals to individuals with unique conditions
• A company culture that embraces going beyond expectations in everything we do
• An opportunity to learn from some of the best in the business
• Our focus on people- our customers, partners, and coworkers

The AscellaHealth Family of Companies 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.

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