Optima Dermatology is revolutionizing skin care. We take great pride in offering convenient access to expert dermatological care and providing an exceptional experience for our patients. Our commitment and service to our patients starts with our team. We are growing rapidly and looking for key team members who believe in our mission and want to make a difference in the lives of our patients. We foster an environment that is fun and hardworking and promise you will work alongside amazing colleagues who you are proud to call your teammates.

POSITION SUMMARY:

We are looking for an Office Administrator to perform a variety of administrative and research tasks in support of our executive team. Responsibilities include managing calendars, making travel arrangements, executing on a wide variety of research projects, drafting and formatting presentations, and other communications. To be successful in this role, the candidate will be well-organized, have great time management skills and be able to work with limited guidance.

Primary Responsibilities:

  • Act as the point of contact among executives, employees, clients, and other external partners
  • Manage information flow in a timely and accurate manner
  • Manage executives’ calendars and setup meetings
  • Make travel and accommodation arrangements
  • Track expenses and prepare reports
  • Assist with coordination and tracking for key corporate initiatives, projects, and events
  • Perform a wide variety of research, data collection and list building projects
  • Input, maintenance, and reporting of contacts/records in the company’s CRM
  • Draft and format presentations and letters for external and internal constituents
  • Compose executive level email correspondence and calendar invitations for both internal and external contacts
  • Act as an office manager by keeping up with office supply inventory
  • Format information for internal and external communication – memos, emails, presentations, reports
  • Screen and direct phone calls and distribute correspondence
  • Greet planned visitors/meeting attendees at the corporate HQ. Organize food and drink accommodations for the meeting, if applicable
  • Provide back-up support for other staff members and Management
  • Triage and respond to miscellaneous requests from key stakeholders
  • Manage accounts for various software applications
  • Organize and mail gifts, letters and thank you packages

Position Requirements:

  • Bachelor’s Degree
  • Work experience as an Office Administrator, Personal Assistant or other administrative role preferred
  • Technologically savvy
  • Experience with Project Management systems, CRM (Salesforce), and other applications
  • Excellent MS Office skills
  • Excellent, highly professional written and verbal communication skills
  • The ability to multi-task and prioritize job duties; ability to manage requests from several key stakeholders
  • Outstanding organizational and time management skills; anticipate problems and respond proactively
  • Must be able to complete tasks with accuracy and attention to detail
  • Handles matters proactively and expeditiously and follows-through on projects to successful completion
  • Ability to solve problems within the scope of the role
  • Ability to work independently with minimal supervision
  • Ability to effectively present information to senior management
  • Discretion and confidentiality

 

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