Job Description
OptimizedRx is seeking a highly capable Executive Assistant & Operations Coordinator to support the CEO and help improve daily execution across a fast-growing healthcare consulting business.
This is a high-trust, high-impact role for someone who is organized, proactive, polished, tech-comfortable, and able to operate with discretion and good judgment. The right person will help protect the CEO’s time, manage scheduling and communication, coordinate internal and external follow-up, assist with administrative operations, and help keep important business priorities moving.
This is not a traditional clerical assistant position. We are looking for someone who can think ahead, communicate professionally, manage details, and create order in a fast-moving entrepreneurial environment.
The ideal candidate will be comfortable interacting with executives, clients, broker partners, vendors, technology partners, and internal team members. They should be able to manage competing priorities, anticipate needs, and follow through without constant direction.
Responsibilities
Responsibilities include:
- Manage the CEO’s calendar, scheduling, meeting coordination, and daily priorities.
- Coordinate meetings with clients, brokers, prospects, vendors, technology partners, and internal team members.
- Assist with email organization, prioritization, drafting, and follow-up.
- Prepare meeting agendas, notes, recaps, and action-item summaries.
- Track commitments and follow-up items so important tasks do not fall through the cracks.
- Coordinate business travel, itineraries, meeting logistics, dinners, office visits, and company events.
- Assist with expense reporting, receipts, reimbursements, vendor invoices, and basic accounting coordination.
- Help organize documents, contracts, proposals, reports, presentations, and client files.
- Support Microsoft Office tasks, including Outlook, Teams, Word, Excel, PowerPoint, OneDrive, and SharePoint.
- Coordinate with technology partners, software vendors, and IT support resources.
- Order and coordinate technology for employees, including laptops, monitors, accessories, software access, and related equipment.
- Assist with employee onboarding and offboarding administration.
- Help maintain CRM, workflow, and project tracking systems.
- Serve as a professional point of contact for scheduling, logistics, and communication on behalf of the CEO.
- Protect the CEO’s time by helping prioritize requests, organize follow-up, and reduce administrative friction.
Qualifications
Required qualifications:
Prior experience supporting an executive, business owner, CEO, senior sales leader, or professional services team.
Strong written and verbal communication skills.
Excellent organizational skills and attention to detail.
Strong proficiency with Microsoft Outlook, Teams, Word, Excel, PowerPoint, OneDrive, and SharePoint.
Comfortable using CRM, workflow, or project management tools.
Ability to manage confidential information with discretion.
Strong follow-up discipline and ability to manage competing priorities.
Professional presence when communicating with clients, brokers, vendors, and executives.
Ability to work independently and take ownership of administrative and operational tasks.
Skills
- Executive support
- Calendar management
- Email management
- Meeting coordination
- Travel planning
- Expense reporting
- Microsoft Outlook
- Microsoft Teams
- Microsoft Word
- Microsoft Excel
- Microsoft PowerPoint
- Microsoft OneDrive
- Microsoft SharePoint
- CRM systems
- Monday.com
- Vendor coordination
- Client communication
- Professional writing
- Administrative operations
- Basic accounting support
- Technology coordination
- Document organization
- Confidentiality
Monday to Friday
Full-time
Business hours, with occasional flexibility needed based on executive schedule
Pay: $52,021.14 - $100,000.00 per year
Benefits:
- 401(k) matching
- Dental insurance
- Flexible spending account
- Health insurance
- Life insurance
- Paid time off
- Vision insurance
Work Location: In person
