Executive Administrative Assistant

Executive Administrative Assistant

Job Locations US-TX-Plano | US-Remote

Job ID

2024-3156

# of Openings

1

Category

Admin/Clerical

Overview

The Executive Assistant is a key member of the Administrative Support team and provides comprehensive office management and executive administrative support to the Chief Commercial Officer and other members of the Executive Leadership team as requested. The Executive Assistant’s duties regularly requires the use of discretion an independent judgment related to matters of significance.

Position Location

This is a remote-based position within the Continental US.

Candidate Experience Profile

* High school diploma or equivalent. Bachelor’s Degree or College Course work preferred

* 5+ years’ experience as an Executive Administrative Assistant in a C-suite corporate environment.

* Advanced proficiency with MS Office; Outlook, Excel, Word, PowerPoint

* Advanced proficiency managing complex calendars, arranging travel and processing expenses

* Advanced proficiency in coordination of meetings, agenda development and arranging technical support

* Knowledge and confidence to make administrative and procedural decisions using sound judgement involving sensitive, confidential issues

* Ability to recognize sensitive, confidential and proprietary information and discipline to maintain information with the highest level of integrity and confidentiality

* Ability to travel 1-2 days per quarter as requested

Our Company

Founded in 1926, Maxor is a leading, independent pharmacy solutions platform that improves prescription drug affordability and outcomes. Over time, Maxor has built a unique and complementary suite of services and technology offerings that deliver clinical, financial and strategic value to patients, payors and providers across the pharmacy supply chain. Maxor has a proud heritage of growth and innovation earned over the decades. Amarillo, Texas is the legacy headquarters for Maxor, but our talent base is national. We operate pharmacies and other business operation sites across the United States with employees working from 42 states.

Why Maxor?

Pharmacies are essential to healthcare, with nearly 90% of the US population living within 5 miles of one and seeing their pharmacist an average of 12 times a year. Providing a positive patient experience is crucial to ensuring patients adhere to their therapies. At Maxor, we recognize that our employees are our most valuable assets. We actively seek and retain talented professionals who are mission-driven to improve healthcare outcomes for patients. Our employees are essential to their own well-being, finding fulfillment in meaningful work, competitive compensation, diverse and inclusive teams, and limitless career possibilities.

With a workforce of 1,200+ and almost a century of pharmacy experience, we offer the stability of a Fortune 500 company and the energy and innovation of a startup. Our expertise and technology support the entire pharmacy ecosystem, but our impact goes beyond pharmacy services. We enable pharmacy care.

Responsibilities

1. Manage a wide range of corporate office management functions.
2. Serve as primary point of direct administrative contact and liaison with other departments, individuals, and external agencies on a range of business matters; meeting organization, conferences, and other special events as required
3. Provide administrative support to include telephone coverage, managing calendars/schedules, making travel arrangements, copier projects, mail handling and sorting, filing, office supply control and necessary communications internally and externally.
4. Arrange travel as needed.
5. Arrange travel for visitors to Maxor as needed.
6. Assist in the coordination, management, and completion of special projects as appropriate.
7. Create, compose and edit technical and/or administrative correspondence and documentation; screen and evaluate incoming and outgoing correspondence and prepare responses as appropriate.
8. Prepare internal reports such as check requests, expense reports, and miscellaneous data entry projects.
9. Approve orders and invoices for office supplies and miscellaneous operating supplies for the Executive suite.
10. Reconcile corporate credit card statements as needed.
11. Coordinate other activities and business dealings on behalf of the Executive suite.
12. Maintain originals and copies of all corporate contracts in appropriate files. Maintain tracking system of contract terms, renewal dates, and requisite termination notice.
13. Provide administrative support to 3rd party contracting and marketing departments when needed.
14. Maintain exceptional levels of inter/intra departmental working relationships. Champion a friendly atmosphere within the department and company.
15. Respond to change, performance improvement support, professional growth, and meet development goals.

Qualifications

Education:

• High school diploma or equivalent. Bachelor’s Degree or College Course work preferred but not required

Experience:

• 5 years’ experience in as an Executive Administrative Assistant in a C-suite corporate environment.

Knowledge, Skills, and Abilities:

1. Advanced proficiency with MS Office; Outlook, Excel, Word, PowerPoint
2. Experience working as a collaborative member of an administrative team to ensure consistent, effective administrative coverage
3. Proven track record of experience working cooperatively and effectively with all stakeholders across the organization
4. Advanced proficiency managing complex calendars, arranging travel and processing expenses
5. Advanced proficiency in coordination of meetings, agenda development and arranging technical support
6. Self-starter with a strong sense of ownership and involvement
7. Excellent command of the English language
8. Full comprehension of office management principles and procedures
9. Knowledge and confidence to make administrative and procedural decisions using sound judgement involving sensitive, confidential issues
10. Ability to recognize sensitive, confidential and proprietary information and discipline to maintain information with the highest level of integrity and confidentiality
11. Strong time-management skills and the ability to organize and coordinate multiple projects at once
12. Ability to create, compose, and edit written materials
13. Polished communicator with strong verbal and written skills to effectively interact with a wide range of customers, both internal and external
14. Ability to gather data, compile information, and prepare reports
15. Ability to develop and maintain record keeping systems and procedures
16. Knowledge of current and emerging trends in technologies, techniques, issues, and approaches in areas of expertise
17. Ability to travel 1-2 days per quarter as requested

WE OFFER

At Maxor, we foster a diverse and progressive culture that promotes a work-from-home model and a “dress-for-your-day” approach to work attire. Our team-oriented environment encourages collaboration and innovation.

We offer highly competitive compensation and comprehensive health benefits including:

• Comprehensive mental health and wellbeing resources
• Nationwide Blue Cross Blue Shield PPO with employee-friendly plan design, including a $850 individual annual medical deductible and $25 office visit copays, with low biweekly premiums
• Company-paid basic life/AD&D, short-term and long-term disability insurance
• Rx, dental, vision, other voluntary benefits, and FSA
• Employer-matched 401k Plan
• Industry-leading PTO plan
• And more!