Sr. Executive Assistant

Forefront Dermatology

23h•$120,000 - $140,000•Remote

About The Position

The Sr. Executive Assistant to the COO+ position requires a highly skilled professional to support the Cheif Operating Officer (COO) and VPs of Operations. This critical role has a broad view of the company’s strategy, priorities and ensures the smooth and efficient functioning of the organization. This role requires strategic thinking and ability to handle complex tasks including project management, process improvement, scheduling, team coordination, preparation and research for meetings, and partner to the operations team and other internal executives, leaders and partners. This position demands exceptional communication and organizational skills, strong attention to detail, and a proactive, solution-oriented work style. The ability to maintain confidentiality and conduct sensitive work for the organization is essential. The individual will join a growth-oriented and highly collaborative team. This position offers remote work flexibility; however, candidates are preferred to be located in either the Eastern or Central time zones.

Requirements

Bachelor’s degree required.
7+ years of experience supporting C-suite and/or Senior Leaders in an organization.
Strong understanding of the processes, policies, and procedures required to support a a C-suite executive and/or Senior Leaders.
Proficient in PC applications, including MS Office (Excel, Word, PowerPoint, Outlook) and Adobe.
Proven experience handling sensitive materials and information with discretion.
Demonstrated experience in managing project, timelines and deliverables to ensure accountability in achieving target outcomes.
High level of organization and attention to detail.
Self-motivated with the ability to proactively identify and address problems.
Ability to prioritize business needs and recommend actions aligned with the executive’s preferences.
Adaptability to shift gears and make quick decisions as needed.
Ability to maintain confidentiality and exercise discretion.
Proactive, detail-oriented, and well-organized.
Exceptional written and verbal communication skills.
Excellent problem-solving abilities; trustworthy, demonstrates sound judgment, and adaptable to change.
Self-directed with the capability to anticipate leadership’s needs, operate autonomously, and be effective in a dynamic or remote environment.
Strong time-management skills with the ability to multitask and handle multiple projects with conflicting priorities.
Client-service oriented with strong discretion and experience managing highly confidential information.
Strong interpersonal skills, with the ability to interact professionally and build effective working relationships.
Solid financial acumen, including experience with expense review and basic spreadsheet preparation.
Flexible and willing to work additional hours as needed, and to take on other duties as requested.
Ability to travel in-state and out-of-state occasionally, up to several days at a time.

Nice To Haves

Expert knowledge of PowerPoint and digital marketing tools is preferred.

Responsibilities

Act as a key support to the COO and VPs of Operations, enhancing their efficiency and optimizing their capacity; working closely with leadership and the larger team to improve organizational operations; and ensure alignment and accountability around company goals and critical business priorities.
Scheduling responsibility for operations and other leaders within the organization as needed.
Collaborative and team focused approach. Lead cross-functional projects and drive organizational execution, managing work streams, timelines and ensuring project success.
Develop professional and engaging materials for meetings and presentations, including conducting necessary information gathering and program development.
Act as a liaison between the Physician Board and Operations Leadership, ensuring timely and appropriate access to leaders and relevant materials.
Manage inquiries and engage effectively with external and internal stakeholders, including physicians.
Coordinate conferences, including vendors and venues.
Manage contact lists to ensure operations team has relevant information about contacts, providing context for communications and meetings.
Implement process and continuous improvement initiatives, utilizing operational skills to identify and integrate efficiencies into daily work routines.
Keep Operations leaders organized and on track daily, providing real-time updates as needed throughout the day.
Expertly manage calendars by scheduling meetings and coordinating travel, applying sound judgment to prioritize conflicting events and create space for urgent issues.
Manage various administrative tasks, including expense reporting, creation of agendas, meeting/event/catering coordination, documentation retention and filing, invoice management, and liaising with IT for technical issues.
Adherence to compliance and completion of compliance training.
Performs other related duties as assigned.