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Healthcare, Dermatology

Executive Assistant

PortsmouthOnsiteFull TimePosted 1 month ago

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Required skills

  • Executive Assistant
  • Calendar Management
  • Scheduling
  • Travel Arrangements
  • Expense Management
  • CRM
  • Salesforce
  • Asana
  • MS Office Suite
  • Outlook

Nice to have

  • Ramp
  • Project Management systems

Role summary

Optima Dermatology, a rapidly expanding dermatology group with 25 locations, seeks an experienced Executive Assistant for its headquarters in Portsmouth, NH. This full-time role supports a five-member executive team by managing complex calendars, coordinating retreats and events, arranging travel, handling expenses via Ramp, conducting research, and maintaining the CRM. The ideal candidate is technologically savvy, proficient in MS Office, CRM (Salesforce), and Asana, possesses excellent communication and organizational skills, and can work proactively with minimal supervision. This hybrid position requires a majority of in-office presence.

Optima Dermatology is a high-growth, provider-first dermatology group. We have 25 locations (and growing!) across New Hampshire, Maine, Massachusetts, Indiana and Ohio. Our headquarters is in Portsmouth, NH.

Position Details:

We are looking for an experienced Executive Assistant to perform a wide range of administrative, coordination, and research tasks in support of Optima's five-member executive team. This is a full-time position based in Portsmouth, NH.

Key Responsibilities:

  • Manage complex calendars and scheduling across five-member executive team
  • Coordinate, prepare, and organize leadership retreats
  • Make travel and accommodation arrangements
  • Manage expense and receipt classification for the executive team in Ramp
  • Assist with coordination and tracking of company events
  • Conduct recurring and ad hoc research projects to support market intelligence, competitive analysis, and business development
  • Input, maintenance, and reporting of contacts/records in the company’s CRM
  • Act as an office manager by keeping up with office supply inventory
  • Greet planned visitors/meeting attendees at the corporate HQ. Organize food and drink accommodations for the meeting, if applicable
  • Triage and respond to miscellaneous requests from key stakeholders

    • Qualifications:

  • 3+ years as an Executive Assistant
  • Technologically savvy
  • Experience with Project Management systems, CRM (Salesforce), Asana, and other applications
  • Excellent MS Office skills (Outlook, Word, Excel, PowerPoint)
  • Excellent, highly professional written and verbal communication skills
  • Outstanding organizational and time management skills, with demonstrated ability to prioritize across multiple senior stakeholders
  • Proactive problem-solver who anticipates issues, follows through to closure, and operates with minimal supervision
  • Must be able to complete tasks with accuracy and attention to detail
  • Ability to effectively present information to senior management
  • Discretion and confidentiality

    • This role is based in Portsmouth, NH. Hybrid with majority in-office presence.

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