Executive Administrative Assistant Job at Optime Care Inc in Earth City

What we are looking for
Optime Care seeks an Executive Administrative Assistant for our St. Louis, MO location. We are looking for a dynamic and passionate person to provide direct support to the General Manager and the leadership team here at Optime Care. The Executive Administrative Assistant will manage the Administrative Support team at Optime Care. They will coordinate calendars, schedule meetings, and act as liaisons between the leadership team members. This position plays a pivotal role in quarterbacking a broad variety of tasks that facilitate the team’s ability to lead Optime Care effectively. This position is on-site and will be in the office 5 days a week, Monday through Friday.

What the position will be doing

• Serve as a confidential executive administrator to the General Manager and senior leadership team.
• Oversee, manage, and communicate all aspects of the General Manager’s calendar.
• Manage and support the General Manager with meetings, including correspondence, preparing materials and documentation, research, and standing in at meetings if deemed appropriate.
• Manage the General Manager’s and other assigned leadership 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.
• Draft correspondence, recommendations, reports, and memoranda on behalf of the General Manager and other leadership team members.
• Create and manage presentations and organize key meetings across the leadership team for clients, prospects, partners, and employees.
• Accompany the General Manager to meetings and take notes.
• Advise the General Manager of their daily schedule; and work closely with them to ensure effective and timely follow-up and any communications.
• Assist the General Manager in preparing for conferences and events, prioritizing contacts to be made and meetings to be established.
• Organize meetings with clients and executives, including lunches, dinners (as needed), and occasionally client requests for assistance when visiting the corporate office.
• Work closely with the General Manager and marketing to create corporate communications and participate in marketing-related activities.
• Manage some vendors and partners related to business operations.
• Manage the day-to-day workload for the administrative support team.
• Screen and manage the General Manager’s visitors, ensuring appropriate follow-through.
• 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.
• Coordinate follow-through on meetings, opportunities, ideas for collaboration, etc.
• Support the General Manager in developing a broad and effective network of partners, clients, and customers.
• Build relationships and liaise with all staff to ensure a smooth working relationship with leadership so necessary arrangements/information is shared.
• Support the General Manager in tracking and completing performance planning & management processes for all direct reports.
• Perform other related duties as assigned or as necessary; remain flexible and adaptable in work schedules and work assignments as defined by departmental and organizational needs.

Necessary Skills, Education & Abilities

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

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.
 

Optime Care 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.