Executive Assistant

Optima Dermatology; Portsmouth (NH); On-site; USD 65,000 - 90,000; Full time

Job summary

Optima Dermatology is seeking an experienced Executive Assistant to support our five-member executive team in Portsmouth, NH. The role is full-time with a hybrid setup and majority in-office presence at our Portsmouth headquarters.

You will manage complex calendars, organize leadership retreats, arrange travel, and oversee expense classification in Ramp, while coordinating events and conducting market research to support business development.

Qualifications

• 3+ years as an Executive Assistant.
• Technologically savvy.
• Experience with Salesforce, Asana, and other PM tools.
• Excellent, highly professional written and verbal communication.
• Outstanding organizational and time management skills.

Responsibilities

• Manage complex calendars and scheduling across the 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 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 visitors and organize food and drink for meetings at the HQ.
• Triage and respond to miscellaneous requests from key stakeholders.

Skills

Executive Support

Calendar Management

CRM Salesforce

Asana

Communication

Organization

Problem Solving

Tools

Salesforce

Asana

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.

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, 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.

Optima Partners would include: The Dermatology Center of Indiana, Advanced Dermatology & Skin Cancer Center, Optima Dermatology, The Indiana Skin Cancer Center, The Indiana Clinical Trials Center and Optima Research