Executive Assistant

Virtual Executive Assistant – Optima Dermatology (Remote)

Optima Dermatology is a high-growth, provider-first dermatology organization with 25 locations (and growing) across New Hampshire, Maine, Massachusetts, Indiana, and Ohio. Our headquarters is based in Portsmouth, and we are committed to supporting our providers, patients, and leadership team through operational excellence and innovation.

Position Details:
Optima Dermatology is seeking an experienced, highly organized, and proactive Virtual
Executive Assistant to support our five-member executive leadership team. This full-time remote position will play a critical role in executive operations, strategic coordination, project tracking, and administrative support across a fast-paced, multi-site healthcare organization.

The ideal candidate is exceptionally detail-oriented, technologically savvy, and capable of managing multiple priorities while maintaining professionalism, confidentiality, and strong communication across departments.

Key Responsibilities:

Executive Calendar & Meeting Management
• Manage complex executive calendars across a five-member leadership team
• Coordinate board meetings, leadership meetings, and strategic planning sessions
• Schedule and manage recurring company-wide meetings, including All Hands meetings
• Coordinate executive retreats, off-site meetings, and leadership events
• Maintain strategic calendar initiatives and executive goal tracking
• Organize meeting logistics, agendas, materials, and follow-up items
Travel Coordination
• Coordinate executive travel arrangements, accommodations, and itineraries
• Maintain and update executive travel preferences and travel documentation
• Monitor recurring executive travel goals and practice visitation schedules

Expense Management & Administrative Support
• Manage executive expense submissions and receipt reconciliation through Ramp
• Ensure timely and accurate expense tracking and reporting
• Coordinate executive account access and permissions across various company systems.

Event & Leadership Support
• Assist with coordination of company events, provider dinners, and leadership initiatives
• Support executive engagement initiatives and internal culture programs
• Coordinate leadership team recognition programs, including birthday and milestone tracking
• Administer executive and leadership surveys as needed

Research & Operational Projects
• Conduct recurring various research projects.
• Assist with creation and maintenance of operational dashboards and leadership reporting
• Support CRM maintenance, reporting, and Salesforce-related initiatives
• Support on ad hoc project for the executive team as needed.

Communication & Coordination
• Serve as a central coordination point for executive requests and follow-up
• Prepare presentations, reports, spreadsheets, and executive summaries
• Maintain a high level of discretion with confidential business information
• Triage and respond to miscellaneous requests from executives and key stakeholders


Qualifications:
• 3+ years of Executive Assistant or high-level administrative support experience
• Prior experience supporting senior leadership or executive teams in a fast-paced environment
• Strong technical proficiency with Microsoft Office Suite, especially Outlook, Excel, PowerPoint, and Word
• Experience with Salesforce, Asana, SharePoint, DocuSign, and project management systems preferred
• Exceptional organizational, prioritization, and multitasking skills
• Strong written and verbal communication skills with a highly professional demeanor
• Ability to work independently, anticipate needs, and proactively solve problems
• High attention to detail and commitment to accuracy
• Ability to manage sensitive and confidential information with discretion
• Healthcare, multi-site, or high-growth company experience preferred