Executive Support Specialist

6 days ago


Glendale, California, United States Optimize Practice Services Full time

Job Overview: Optimize Practice Services is seeking a highly skilled Executive Assistant to provide top-notch support to our dynamic leadership team. As an Executive Assistant, you will play a vital role in ensuring the smooth operation of our office and contributing to the growth and success of our company.

About the Role: We are looking for a proactive, resourceful, and highly organized individual who can thrive in a fast-paced environment. The ideal candidate will have 3+ years of experience supporting multiple leaders in a high-pressure setting and possess exceptional organizational, time management, and prioritization skills.

Key Responsibilities:

  • Provide comprehensive administrative support to three executives, managing calendars, email inboxes, scheduling, and priorities
  • Oversee expense tracking and reporting, ensuring accuracy and timely processing
  • Manage customer support via phone and email, serving as a point of contact for OroMed customers
  • Assist with workflow documentation, reporting, and process improvements using Microsoft Office tools
  • Coordinate office management tasks, including ordering supplies and ensuring smooth daily operations
  • Handle project management and organizational responsibilities, ensuring tasks are completed efficiently and proactively identifying ways to improve systems
  • Support executives with various ad hoc administrative and operational needs

What You Bring to the Team:

  • 3+ years of executive assistant experience supporting multiple leaders in a high-paced environment
  • Strong proficiency in Microsoft Office Suite (Excel, Word, Outlook, Teams) and ability to streamline workflow documentation
  • Exceptional organizational, time management, and prioritization skills
  • Strong problem-solving abilities and attention to detail
  • Excellent written and verbal communication skills, with a strong sense of professionalism and customer service
  • A proactive, service-oriented mindset-you take initiative, anticipate needs, and thrive on keeping things organized
  • Ability to multitask effectively and handle sensitive information with discretion


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