Executive Assistant to the President

Job Title: Executive Assistant to the President

Department: Executive / Operations

Reports To: President, Retail & Long-Term Care (LTC) Pharmacies

Location: On-site 

Position Summary

We are seeking an organized, proactive, and detail-oriented Executive Assistant (EA) to provide high-level administrative support to the President of our Retail and Long-Term Care (LTC) Pharmacies. This role manages executive scheduling, administrative paperwork, and daily office workflows while taking on specialized operational duties. The ideal candidate will undergo training to generate operational reports, assist with Prior Authorizations (PA), support healthcare compliance tracking, and maintain provider credentialing records.

Key Responsibilities Executive Administrative Support & Calendar Management

• Manage, coordinate, and maintain the President’s daily calendar, prioritizing conflicting demands and resolving scheduling issues.

• Plan, schedule, and organize internal/external meetings, board presentations, leadership huddles, and conference calls across retail and LTC teams.

• Prepare meeting agendas, compile meeting packets, record detailed minutes, and track follow-up action items.

• Handle confidential communications, telephone inquiries, emails, and executive correspondence with professionalism and discretion.

• Arrange travel logistics, accommodation, itineraries, and expense reporting for the President.

Office Paperwork & Administrative Operations

• Draft, edit, organize, and archive executive correspondence, contracts, standard operating procedures (SOPs), and operational documents.

• Manage physical and electronic filing systems, ensuring immediate retrieval of critical corporate and healthcare documents.

• Coordinate incoming and outgoing office mail, invoices, legal notices, and sign-offs required by executive leadership.

• Oversee office supplies, equipment maintenance, and administrative vendor relationships for executive offices.

Reporting & Analytics (Trainable Requirement)

• Participate in specialized training to learn Pharmacy Systems, reporting tools, and analytics dashboards.

• Extract data and generate daily, weekly, and monthly operational performance reports (e.g., script volume, gross margin, LTC delivery metrics, inventory turn).

• Format and present operational metrics into clean, executive-ready tables, slide decks, and summaries for presidential review.

Pharmacy Operations Support (PA, Compliance & Credentialing)

• Prior Authorization (PA) Support: Receive training on pharmacy PA workflows to track, compile, submit, and follow up on insurance/PBM authorization requests alongside the clinical/dispensing team.

• Healthcare Compliance Support: Assist in maintaining compliance calendars for state board of pharmacy regulations, DEA filings, HIPAA standards, and LTC facility contractual requirements.

• Credentialing & Licensing: Maintain, track, and process renewals for pharmacist licenses, pharmacy DEA registrations, NPI numbers, state facility permits, and commercial/government PBM network credentialing packages.

Qualifications & Requirements

• Experience: 3–5+ years of executive administrative assistant experience supporting C-suite executives or senior operational leaders; healthcare, retail pharmacy, or LTC experience is highly preferred.

• Education: Associate or Bachelor’s degree in Business Administration, Healthcare Management, or a related field preferred (high school diploma with extensive relevant experience accepted).

• Technical Proficiency:

• Advanced skills in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint) and Google Workspace.

• Aptitude for learning specialized healthcare software, pharmacy management systems, and report generators.

• Pharmacy Operations Willingness: Eagerness to undergo structured training on Prior Authorization processes, pharmacy compliance protocols, and credentialing systems.

• Communication Skills: Excellent written and verbal communication skills with the ability to interface effectively with staff, facility directors, patients, state boards, and PBM representatives.

• Discretion & Judgment: High degree of integrity and strict adherence to confidentiality guidelines (HIPAA compliance).

• Organizational Skills: Exceptional time management, multi-tasking capabilities, and strong attention to detail in a fast-paced environment.