Address
Form of workCompany Profile:
Vital Care (www.vitalcareinc.com) is the premier pharmacy franchise business with franchises serving a wide range of patients, including those with chronic and acute conditions. Our passion since 1986 is improving the lives of patients and healthcare professionals through locally owned franchise locations across the United States. We have 100 franchised Infusion pharmacies and clinics in 31 states, focusing on the underserved and secondary markets. We know infusion services, and we guide owners along the path of launch, growth, and successful business operations.
Job Summary:The Executive Assistant for the Chief Executive Officer (CEO) is responsible for the overall operations and effectiveness of the Office of the CEO. As the main point of contact with the CEO, the assistant will work and communicate effectively with all internal and external contacts. Further, the assistant acts as a business partner to the executive team and Board of Directors to prepare presentations, data, information, and resources for special projects, coordinates communication, plans meeting and event logistics, and follows up on action items while maintaining the strictest confidentiality of all corporate and personal information.
Duties/Responsibilities:- Ensuring the overall operations and effectiveness of the CEO by acting as the first point of contact and functions as a “gatekeeper” to the CEO
- Managing the CEO’s calendar, including making appointments and prioritizing the most sensitive matters.
- Acting as the liaison to the Board includes providing support for Board meetings, coordinating schedules, maintaining minutes, and distributing materials in advance.
- Researching, prioritizing, and following up on incoming issues and concerns addressed to the CEO, including those of a sensitive or confidential nature.
- Prioritizing conflicting needs, handling matters expeditiously, proactively, and following through on projects to successful completion, often with deadline pressures.
- Planning, coordinating, and managing the CEO’s schedule and travel plans.
- Ensuring the Senior Management team’s calendars, schedule, and travel plans are maintained and providing them with additional administrative support as needed.
- Providing administrative assistance, such as writing and editing e-mails, drafting memos, and preparing communications on the executive’s behalf
- Maintaining comprehensive and accurate records.
- Organizing meetings, including scheduling, sending reminders, and organizing catering when necessary
- Answering phone calls in a polite and professional manner
- Welcoming visitors and identifying the purpose of their visit before directing them to the appropriate department.
- Preparing and editing correspondence, communications, presentations, and other documents.
- Make travel arrangements (flights, accommodation, etc.) for executives.
- Ensure seamless logistics for business trips.
- Track daily expenses and prepare weekly, monthly, or quarterly reports.
- Maintain accurate records of financial transactions.
- Oversees the facility needs.
- Manage office supply inventory.
- Format information for internal and external communication (memos, emails, presentations, reports).
- Take minutes during meetings.
- Screen and direct phone calls.
- Distribute correspondence effectively.
- Experience scheduling meetings and travel, planning events, and preparing associated expense reports.
- Experience planning and executing events.
- Excellent Microsoft Office Skills
- Excellent written and verbal communication.
- Requirements: Professional Certificate, or BA degree or relevant years of experience
- Minimum of 3 years of experience as an Executive Assistant supporting C-level Executives
Vital Care Infusion Services is an Equal Opportunity Employer.
