Executive Administrative Assistant

Description

ABOUT VISANTE

We are a specialized consulting firm focused on helping health systems accelerate strong financial and operational performance through pharmacy. Our team of professionals bring deep, contemporary expertise and innovation to optimizing all aspects of a fully integrated health system pharmacy program, driving significant value quickly.

Our mission is to transform healthcare through pharmacy, and our vision is to reimagine pharmacy to improve lives. 

ABOUT THE POSITION 

The Executive Administrative Assistant is a key partner in supporting the efficiency and effectiveness of our executive leadership team. This highly visible role demands a proactive, detail-oriented professional who excels in organization and communication. The Executive Administrative Assistant will provide seamless administrative support, including managing complex calendars, drafting and managing communications, coordinating travel logistics, facilitating logistics for meetings and conferences, handling client-facing scheduling and communications and supporting overall productivity of teammates the Executive Administrative Assistant is assigned to support. Additional responsibilities include tracking board and corporate initiatives, preparing materials and supporting research projects. Maintaining confidentiality across all tasks is mission critical. Success in this role requires exceptional multitasking abilities, sound judgment, and a high level of discretion and professionalism in a fast-paced, dynamic environment. 

Principle Duties and Responsibilities        

• Serve as a close partner with assigned members of the executive team, managing calendars, scheduling meetings, assisting with notes/documentation/reporting, and coordinating special projects.
• Prepare and format reports, presentations, letters, and proposals 
• Manage and prioritize email correspondence, identifying needs, resolving issues, and responding on behalf of executives when appropriate.
• Coordinate detailed travel arrangements for conferences, client meetings, and site visits, ensuring seamless execution.
• Handle sensitive and confidential information with discretion and professionalism.
• Support special projects and initiatives, collaborating with internal teams and external stakeholders.
• Facilitate communication between executives and industry contacts. Serve as an informal ambassador for Visante in interactions with clients, prospects and business partners.
• Maintain organized records and documentation to support executive operations and project tracking.
• Perform additional administrative duties assigned to ensure the smooth functioning of the executive office.

Requirements

Education

Required: High School Diploma or equivalent experience is required.   

Preferred: Bachelor’s degree in business administration or management. 

Experience

Required: 5+ years of progressively responsible experience supporting executives, with proven ability to manage complex tasks and sensitive information   

Special Skills:   

• Strong initiative and adaptability, with a proactive, collaborative mindset and the ability to work independently in a fast-paced, dynamic environment.
• Exceptional organizational and problem-solving skills, with keen attention to detail and the ability to manage multiple priorities effectively.
• High level of professionalism and discretion in handling confidential information, paired with excellent written and verbal communication abilities.
• Calm demeanor, helping create stability and ease in a high-paced environment with complex demands.
• Proficient in Microsoft Office Suite (Word, Outlook, PowerPoint, Excel, Teams) and other relevant tools (Visante leverages HubSpot, Paylocity, NetSuite, Monday.com as core tools); experience in project management or event planning is a plus 

Compensation and Benefits: We offer competitive salary and benefits for this full-time salaried role.

Equal Opportunity Statement: Visante is an equal opportunity employer. Visante’s people are its greatest asset and provide the resources that have made the company what it is today. Visante is, therefore, committed to maintaining an environment free of discrimination, harassment, and violence. This means there can be no deference because of age, religion or creed, gender, gender identity or expression, race, color, sexual orientation, national origin, disability, veteran status, or any other characteristic protected by applicable laws and regulations.