Executive Administrative Assistant

OptiMed Health Partners; Kalamazoo (MI); On-site; USD 55,000 - 75,000; Full time

Job summary

OptiMed Health Partners is seeking an Executive Administrative Assistant to provide high‑level administrative support to the CEO and leadership team. You will manage calendars, coordinate meetings, arrange domestic and international travel, prepare briefing materials, and handle confidential communications.

The role requires 3+ years supporting senior executives, proficiency with MS Office, Teams, and document management, and the ability to coordinate multiple executives and events.

Qualifications

• Associate degree required; Bachelor’s degree preferred. Equivalent professional experience may be substituted.
• 3+ years of experience supporting senior executives, C‑suite leaders, or boards of directors.
• Experience supporting multiple executives simultaneously.
• Experience coordinating executive meetings, travel, and organizational events.
• Proficiency with Microsoft Office Suite (Outlook, Word, Excel, PowerPoint, Copilot), Microsoft Teams, Adobe Acrobat, and virtual meeting platforms.
• Experience with document management systems and expense reporting software.
• Experience with project management tools such as Asana, Monday.com, Smartsheet, or similar is preferred.
• Healthcare, pharmacy, insurance, or other regulated industry experience preferred.

Responsibilities

• Manage complex executive calendars and prioritize competing demands.
• Coordinate meetings across internal and external stakeholders, including Board of Directors and Leadership meetings.
• Arrange domestic and international travel, including itineraries and expense reconciliation.
• Prepare schedules, briefing materials, agendas, presentations, and executive communications.
• Screen and prioritize incoming communications and coordinate with leaders.
• Coordinate Board materials, governance records, and meeting minutes.
• Track action items and support follow-up to ensure timely completion.
• Coordinate strategic planning sessions, leadership retreats, and special projects.
• Manage expense reports and document management for executives.
• Support executive office operations, visitor coordination, and events.
• Coordinate executive signatures on contracts and confidential documents.

Skills

Calendar management

Communication

Executive support

Organization

Problem solving

Discretion

Education

Associate degree

Bachelor’s degree preferred

Tools

Microsoft Office Suite

Microsoft Teams

Adobe Acrobat

Asana

Monday.com

Smartsheet

Job description

Position

Executive Administrative Assistant

Overview

OptiMed Health Partners is a fast-growing, diversified care management and cost containment platform delivering medically necessary infusion therapy, specialty pharmacy, and associated clinical management services to self‑funded employers. For over 30 years, we have been optimizing health outcomes and quality of life through personalized and coordinated care for our patients. The OptiMed vision reimagines healthcare solutions to achieve unsurpassed value. Our results‑oriented culture fosters learning, providing growth opportunities for our employees and exceptional care for our patients nationwide.

Impact of This Role

The Executive Administrative Assistant provides high‑level administrative and operational support to the Chief Executive Officer and Executive Leadership Team. This role serves as a trusted partner responsible for managing executive priorities, coordinating complex schedules, facilitating communication, organizing meetings and events, and ensuring the smooth execution of daily business operations.

Key Responsibilities

• Manage complex executive calendars and prioritize competing demands.
• Coordinate meetings across internal and external stakeholders, including Board of Directors and Executive Leadership meetings.
• Arrange domestic and international travel, including itineraries, accommodations, transportation, and expense reconciliation.
• Prepare schedules, briefing materials, meeting agendas, presentations, and executive communications.
• Screen and prioritize incoming communications and facilitate communication between executives and department leaders.
• Coordinate Board of Directors meetings, prepare board materials, maintain governance records, and record meeting minutes.
• Track meeting action items and support follow‑up to ensure timely completion.
• Coordinate strategic planning sessions, leadership retreats, off‑site meetings, and special projects.
• Manage executive expense reports, corporate credit card reconciliation, and document management.
• Assist with executive office operations, visitor coordination, and employee events.
• Coordinate executive signatures on contracts and corporate documents while maintaining confidential records.

Working Relationships

This role collaborates closely with the Chief Executive Officer, Executive Leadership Team, Board of Directors, department leaders, employees, vendors, clients, and other internal and external stakeholders to support organizational priorities and business operations.

Skills and Experience

• Associate degree required; Bachelor’s degree preferred. Equivalent professional experience may be substituted.
• 3+ years of experience supporting senior executives, C‑suite leaders, or boards of directors.
• Experience supporting multiple executives simultaneously.
• Experience coordinating executive meetings, travel, and organizational events.
• Proficiency with Microsoft Office Suite (Outlook, Word, Excel, PowerPoint, Copilot), Microsoft Teams, Adobe Acrobat, and virtual meeting platforms.
• Experience with document management systems and expense reporting software.
• Experience with project management tools such as Asana, Monday.com, Smartsheet, or similar is preferred.
• Healthcare, pharmacy, insurance, or other regulated industry experience preferred.

Competencies

• Strong communication and interpersonal skills.
• Executive presence and professionalism.
• Ability to work collaboratively in a team‑oriented environment.
• Problem‑solving and critical thinking capabilities.
• Strong organizational and time management skills.
• Attention to detail and accuracy.
• Sound judgment and discretion when handling confidential information.
• Ability to manage multiple priorities and competing deadlines.
• Initiative and self‑direction.
• Adaptability in a fast‑paced environment.
• Relationship‑building skills and a customer‑service mindset.

Work Environment

This role operates in an office environment and requires collaboration across multiple departments and leadership teams. Occasional travel may be required to support executive meetings, company events, and business needs. The position involves prolonged periods of sitting and working at a computer and may occasionally require lifting up to 20 pounds.

Equal Opportunity Statement

OptiMed Health Partners provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training.