Executive Assistant

Optimadermatologycareers; Portsmouth; Hybrid; GBP 48,000 - 67,000; Full time

Job summary

Optima Dermatology is seeking an experienced Executive Assistant to support a five-member executive team at our Portsmouth, NH headquarters. The role requires hybrid work with most time in-office, coordinating calendars, travel, events, and detailed administrative tasks.

You will handle complex scheduling, organize leadership retreats, manage costs in Ramp, and contribute to market intelligence projects. Strong MS Office skills and professional communication are essential to succeed.

Qualifications

• 3+ years as an Executive Assistant.
• Experience with Project Management systems, CRM (Salesforce), Asana, and other applications.
• Excellent MS Office skills (Outlook, Word, Excel, PowerPoint).
• Excellent, highly professional written and verbal communication skills.
• Outstanding organizational and time management skills, with demonstrated ability to prioritize across multiple senior stakeholders.
• Proactive problem-solver who anticipates issues, follows through to closure, and operates with minimal supervision.
• Must be able to complete tasks with accuracy and attention to detail.
• Ability to effectively present information to senior management.
• Discretion and confidentiality.

Responsibilities

• Manage complex calendars and scheduling across five-member executive team.
• Coordinate, prepare, and organize leadership retreats.
• Make travel and accommodation arrangements.
• Manage expense and receipt classification for the executive team in Ramp.
• Assist with coordination and tracking of company events.
• Conduct recurring and ad hoc research projects to support market intelligence, competitive analysis, and business development.
• Input, maintenance, and reporting of contacts/records in the company’s CRM.
• Act as an office manager by keeping up with office supply inventory.
• Greet planned visitors/meeting attendees at the corporate HQ. Organize food and drink accommodations for the meeting, if applicable.
• Triage and respond to miscellaneous requests from key stakeholders.

Skills

Calendar management

Coordination

Research

CRM (Salesforce)

Asana

MS Office (Outlook, Word, Excel, Power

Tools

Salesforce CRM

Ramp

Job description

Optima Dermatology is a high-growth, provider-first dermatology group. We have 25 locations (and growing!) across New Hampshire, Maine, Massachusetts, Indiana and Ohio. Our headquarters is in Portsmouth, NH.

Position Details:

We are looking for an experienced Executive Assistant to perform a wide range of administrative, coordination, and research tasks in support of Optima's five-member executive team. This is a full-time position based in Portsmouth, NH.

Key Responsibilities:

• Manage complex calendars and scheduling across five-member executive team
• Coordinate, prepare, and organize leadership retreats
• Make travel and accommodation arrangements
• Manage expense and receipt classification for the executive team in Ramp
• Assist with coordination and tracking of company events
• Conduct recurring and ad hoc research projects to support market intelligence, competitive analysis, and business development
• Input, maintenance, and reporting of contacts/records in the company’s CRM
• Act as an office manager by keeping up with office supply inventory
• Greet planned visitors/meeting attendees at the corporate HQ. Organize food and drink accommodations for the meeting, if applicable
• Triage and respond to miscellaneous requests from key stakeholders

Qualifications:

• 3+ years as an Executive Assistant
• Technologically savvy
• Experience with Project Management systems, CRM (Salesforce), Asana, and other applications
• Excellent MS Office skills (Outlook, Word, Excel, PowerPoint)
• Excellent, highly professional written and verbal communication skills
• Outstanding organizational and time management skills, with demonstrated ability to prioritize across multiple senior stakeholders
• Proactive problem-solver who anticipates issues, follows through to closure, and operates with minimal supervision
• Must be able to complete tasks with accuracy and attention to detail
• Ability to effectively present information to senior management
• Discretion and confidentiality

This role is based in Portsmouth, NH. Hybrid with majority in-office presence.