Executive Assistant to the CEO

Description

At Clarest Health, we are a leading healthcare organization committed to transforming patient care through innovative pharmacy services and personalized medication management. Our mission is to deliver high-quality, patient-centered care by leveraging technology, industry expertise, and medication data analytics to improve clinical outcomes, streamline medication management, and drive cost-effective solutions.

We partner with healthcare providers and home-based caregivers to ensure the best care for every patient, enhancing patient health at every step. Our automated dispensing solutions and efficient pharmacy services improve the overall efficiency of healthcare operations while ensuring the highest standards of patient care.

As a part of the Clarest Health team, you'll contribute to a mission-driven organization that is redefining the future of pharmacy services and making a meaningful impact on the lives of patients and healthcare professionals across the nation. Join us in our commitment to excellence, innovation, and improving healthcare outcomes for all.

We're seeking a highly organized and reliable Executive Assistant to the CEO to provide comprehensive administrative support to our Chief Executive Officer. This role will be the steady hand for managing the CEO’s calendar, travel, and daily activities with the utmost discretion and confidentiality. The Executive Assistant will also oversee day-to-day office operations, ensuring smooth functioning of the company headquarters in Vienna, VA.

This position will be essential for ensuring the CEO's efficiency by managing routine administrative tasks, supporting personal calendar needs, coordinating travel arrangements, and maintaining the office environment.

Location: On site at our Vienna, Virginia office – 5 days/week

Salary : $100,000.00 - $1 20 ,000.00 annually

Schedule: Monday – Friday

Travel: Up to 10%

Report s To: Chief Executive Officer

What We Offer

• Comprehensive Medical, Dental and Vision Insurance
• Paid Time Off and Family Bonding Period
• Free Virtual Care & Telemedicine – healthcare at your fingertips, anytime, anywhere
• 401k with company match – invest in your future with us
• Referral Bonuses – help us grow and get rewarded
• Life Insurance , Pet Insurance, and more!
• Meaningful Work – make a real difference in the lives of others every day
• A Growing Company – exciting opportunities ahead as we expand
  
  

Key Responsibilities

CEO Support:

• Manage CEO’s Schedule : Coordinate and prioritize the CEO’s meetings, appointments, and travel arrangements, ensuring efficiency and time management. This includes managing personal calendar requests with high confidentiality.
• Travel Coordination : Organize CEO’s travel, including booking flights, accommodations , and ground transportation, while ensuring travel arrangements are aligned with personal preferences and company requirements.
• Executive Support : Provide direct administrative support to the CEO, including drafting emails, handling correspondence, and preparing for meetings.
• Project and Event Management : Support the CEO in handling and prioritizing key operational initiatives and special projects, ensuring they are properly executed and aligned with organizational goals, as needed. Provide support in gathering and analyzing information for decision-making purposes, ensuring relevant data is available for the CEO’s review.
• Supporting Role : Assist in gathering information and conducting basic research to support the CEO’s decision-making and organizational activities as needed.
  
  

Office Management

• HQ Office Operations : Oversee day-to-day operations of the company headquarters, including ensuring the office is stocked with necessary supplies and well-maintained. Serve as the primary point of contact for building management and IT.
• Event Coordination : Plan and coordinate office events, meetings, and special activities for the CEO, ensuring logistics are seamlessly handled.
  
  

Communication Support

• Internal and External Liaison : Act as the primary contact between the CEO and internal/external stakeholders, ensuring clear and professional communication at all times .
• Basic Communication Support : Assist with drafting, editing, and proofing emails, presentations, and other materials for the CEO as needed.
• Strategic Content Support : Assist with drafting and editing internal and external communications, including memos, presentations, and reports, ensuring clarity and consistency.
• Brand Messaging : Work with the CEO to ensure consistent messaging and branding across the organization. Partner with Marketing/Communications as needed to align on organizational tone and messaging.
• Event Communication: Assist in the preparation of content for public speaking engagements and appearances, supporting the CEO in ensuring alignment with organizational objectives. Support the development and editing of content for the CEO’s public speaking engagements, ensuring materials reflect the organization’s mission and values, in collaboration with the leadership team.
  
  

Confidentiality And Discretion

• Handle confidential information with integrity and professionalism, particularly regarding CEO’s calendar, personal matters, and any sensitive company information.
• Ability to adhere to Clarest’s Code of Conduct, follow Clarest Compliance policies and procedures, and report any suspected violations of any federal or state laws to either their direct supervisor, Human Resources, or the Compliance Officer
• Perform any and other responsibilities as assigned by the manager to support these and other responsibilities in the department.
  
  

This job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of this employee for this role.

Qualifications

• Minimum Bachelor’s degree in Business Administration , Communications, or a related field, or equivalent professional experience
• Minimum 5 years of experience working for a CEO, or C-Suite executive.
• 5 years of strong initiative management skills, with a proven track record of managing complex projects successfully
• Strong background in managing complex schedules, travel logistics, and maintaining a well-organized office environment
  
  

Skills Abilities:

• Exceptional organizational skills with the ability to manage complex calendars, multiple priorities, and shifting deadlines in a fast-paced environment
• Strong written and verbal communication skills, with the ability to draft professional correspondence, presentations, and reports for executive-level audiences
• Proven ability to maintain discretion and handle confidential and sensitive information with the highest level of integrity and professionalism
• Extensive experience in coordinating complex travel arrangements, including flights, accommodations , and ground transportation for executives
• Project management experience, with the ability to support and track multiple initiatives simultaneously, ensuring timely execution
• Attention to detail and the ability to anticipate and proactively resolve potential scheduling or logistical conflicts
• Ability to effectively liaise with internal teams, senior leadership, and external stakeholders, ensuring clear and professional communication
• Proficiency in using Microsoft Office Suite (Word, Excel, PowerPoint, Outlook)
  
  

Clarest is an Equal Opportunity Employer. Reasonable accommodations will be made to enable individuals with disabilities to apply for a job or to perform the essential functions of their job. Please advise us if you require a reasonable accommodation.