Executive Administrative Assistant

Procare-Rx; Gainesville (FL); On-site; USD 52,000 - 78,000; Full time

Job summary

ProCare Rx in Gainesville, FL is seeking an Executive Administrative Assistant to provide comprehensive administrative support to the PBM President and senior leadership. You will coordinate travel, schedule meetings, prepare expense reports, and assist the sales team with proposals and client interactions.

This role requires at least 3 years of administrative experience, familiarity with CRM tools (HubSpot preferred), and strong command of Google Workspace and Microsoft Office.

Qualifications

• Associate’s degree or equivalent professional experience in the industry.
• At least 3 years of administrative support experience.
• Familiarity with CRM platforms, preferably HubSpot.
• Proficiency in Google Suite and Microsoft Office Suite.
• Strong written and verbal communication skills.

Responsibilities

• Coordinate travel logistics and itinerary bookings.
• Arrange travel itineraries and prepare expense reports.
• Schedule, organize, and coordinate meetings and conference calls.
• Welcome clients and visitors in a courteous and professional manner.
• Support the sales team with client engagement, proposals, and expense tracking.
• Maintain data accuracy within HubSpot CRM and track sales metrics.
• Coordinate IT support, resources, and logistics for sales meetings on-site and off-site.
• Generate and deliver weekly, monthly, and quarterly pipeline reports for leadership.
• Manage incoming/outgoing mail and respond to general inquiries.

Skills

Strong written and verbal comms

Team collaboration

Education

Associate’s degree or equivalent professional experience

Tools

HubSpot CRM

Google Suite

Microsoft Office

Job description

The Executive Administrative Assistant provides comprehensive administrative support to the PBM President and other executive leadership, support sales operations, and manages routine office administrative functions.

PRINCIPAL RESPONSIBILITIES include, but are not limited to:

Executive Support for the PBM President:

• Coordinate travel logistics and itinerary bookings.
• Arrange travel itineraries and prepare accurate expense reports.
• Schedule, organize, and coordinate meetings and conference calls.
• Welcome clients and visitors in a courteous and highly professional manner.
• Other duties as assigned.
• Support the sales team with client engagement, proposal generation, basic product demonstrations, and expense tracking.
• Maintain data accuracy within the HubSpot CRM database, and track sales metrics or records.
• Coordinate sales events, as needed.
• Coordinate IT support, company resources, and logistics for sales meetings both on-site and off-site.
• Generate and deliver weekly, monthly, and quarterly pipeline reports for leadership.

General Office Administration:

• Responsible for background for the main phone line; answer and accurately route calls to the appropriate team members.
• Manage incoming and outgoing mail and packages.
• Respond to general sales department inquiries
• Organize and maintain both physical and digital filing systems with accuracy.
• Other administrative duties as assigned to support leadership and the company.

EDUCATION & EXPERIENCE REQUIREMENTS

• Associate’s degree or equivalent professional experience in the industry.
• At least 3 years of administrative support experience.
• Prior experience supporting a sales department is preferred.
• Familiarity with CRM platforms, preferably HubSpot.
• Proficiency in Google Suite and Microsoft Office Suite.
• Strong written and verbal communication skills.
• Demonstrated ability to collaborate effectively in a team-oriented environment to achieve organizational objectives.

PHYSICAL DEMANDS

Requires sitting, standing and occasional light to medium lifting

ProCare Rx is an Equal Opportunity Employer.

Equal Opportunity Employer
This employer is required to notify all applicants of their rights pursuant to federal employment laws.For further information, please review the Know Your Rights notice from the Department of Labor.