Executive Business Partner to the CEO
- Hiring from
- United States
- Work type
- Remote
- Posted
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About OptimizeRx
OptimizeRx is a leading healthcare technology company that’s redefining how life science brands connect with patients and healthcare providers. Our platform combines innovative AI-driven tools to deliver timely, relevant, and privacy-safe engagement. By bridging the gap between HCP and DTC strategies, we empower brands to create synchronized marketing solutions that drive faster treatment decisions and improved patient outcomes.
Job Title: Executive Business Partner
Reports to: Chief Executive Officer
Location: Remote
Job Type: Full-time
Reports to: Chief Executive Officer
Location: Remote
Job Type: Full-time
Position Summary:
The Executive Business Partner serves as a trusted resource to the Chief Executive Officer, providing high-level support across day-to-day priorities, commitments, meetings, communications, and travel.
This role goes well beyond traditional calendar management and administrative support. The Executive Business Partner is expected to stay ahead of the CEO’s needs, manage competing priorities, track commitments and follow-up items, and ensure important actions do not get missed as priorities shift.
The ideal candidate is highly polished, exceptionally detail-oriented, proactive, and able to operate effectively in a dynamic executive environment. They must be able to quickly understand what is important/needs to be prioritized, exercise sound judgment, communicate confidently with senior leaders, the Board of Directors, and external stakeholders, and bring a high level of organization and follow-through to the CEO’s day-to-day responsibilities.
This person will have significant visibility across the organization and must be someone the CEO can rely on completely to manage sensitive and confidential information.
Key Responsibilities:
- Serve as the CEO’s primary administrative and organizational partner by helping manage his time, priorities, commitments, and day-to-day responsibilities.
- Proactively manage a complex and frequently changing calendar; Use sound judgment to prioritize meetings, resolve scheduling conflicts, protect focus time, and ensure the CEO’s schedule reflects the company’s most important priorities.
- Maintain a clear understanding of the CEO’s commitments, deadlines, and follow-up items arising from leadership meetings, client conversations, Board discussions, and other interactions.
- Capture key action items and commitments made by the CEO during meetings and proactively follow up with him and others to ensure they are completed by deadlines.
- Keep the CEO informed of outstanding items, approaching deadlines, required decisions, and issues requiring his attention.
- Prepare the CEO for meetings by ensuring he has the appropriate agenda, background information, materials, context, and prior follow-up items in advance.
- Anticipate upcoming needs and identify potential scheduling, communication, or follow-through issues before they become problems.
- Act as a trusted point of contact between the CEO and members of the Executive Leadership Team, Board members, employees, clients, investors, partners, and other external stakeholders.
- Serve as a point of coordination for the CEO’s interactions with investors, equity research analysts, and other public-company stakeholders, ensuring meetings, communications, materials, and follow-up items are managed professionally and efficiently.
- Support the CEO’s preparation for investor and analyst engagements by coordinating schedules, organizing relevant background materials and briefing information, tracking follow-up commitments, and partnering closely with Finance and Investor Relations as appropriate.
- Manage incoming requests for the CEO’s time and attention by determining urgency and prioritizing important matters as they align with Company goals and strategy.[MA1]
- Draft, review, organize, and coordinate correspondence, presentations, reports, meeting materials, agendas, and other documents on behalf of the CEO.
- Coordinate and support CEO-led leadership meetings, including agenda development, preparation of materials, documentation of decisions and action items, and follow-up.
- Manage all aspects of the CEO’s business travel, including detailed itineraries, transportation, accommodations, meeting logistics, and last-minute changes.
- Manage and reconcile the CEO’s business expenses accurately and on time.
- Maintain highly confidential and sensitive business, personnel, financial, and organizational information with exceptional discretion.
- Develop effective systems for organizing information, tracking open items, managing deadlines, and ensuring commitments are followed through to completion.
- Identify opportunities to make the CEO’s time and workflows more efficient and implement practical solutions without requiring significant direction.
- Step in to resolve logistical or administrative issues independently whenever appropriate, escalating only when the CEO’s involvement is necessary.
- Provide limited support to other members of the Executive Leadership Team when needed and when aligned with the CEO’s priorities.
- Handle special projects and other responsibilities on behalf of the CEO as needed.
Qualifications:
- Bachelor’s degree or equivalent combination of education and relevant experience.
- 8+ years of progressively responsible executive support experience, with significant experience directly supporting a CEO, President, C-suite executive strongly preferred.
- Extensive experience managing a highly complex executive calendar and balancing multiple competing priorities in a fast-paced environment.
- Exceptional organizational skills and an unusually high level of attention to detail.
- Proven ability to track numerous commitments, deadlines, and follow-up items simultaneously without losing sight of details.
- Highly proactive approach with the ability to anticipate needs, identify issues, and take action without waiting for direction.
- Strong judgment and the ability to understand when to act independently, when to seek input, and when an issue requires immediate escalation.
- Excellent written and verbal communication skills, with the ability to communicate confidently and professionally with senior executives, Board members, clients, investors, and other external stakeholders.
- Strong interpersonal skills and executive presence, with the ability to represent the CEO and the company professionally in all interactions.
- Exceptional discretion and experience handling confidential and sensitive information.
- Ability to understand business priorities and use that context when managing the CEO’s time, meetings, communications, and commitments.
- Ability to remain composed, organized, and responsive when priorities change quickly or unexpected issues arise.
- Advanced proficiency with Microsoft Outlook, Teams, PowerPoint, Word, Excel, and other productivity and collaboration tools.
- Strong problem-solving skills and a willingness to take ownership of matters through completion.
- Ability to work independently as well as part of a team
OptimizeRx is an equal opportunity employer. The Company maintains policies and practices that are designed to prevent discrimination or harassment against any qualified applicant or employee to the extent prohibited by federal, state, and local laws and regulations. By way of example, discrimination on the basis of race, ethnicity, color, religion, ancestry, national origin, citizenship, sex (including pregnancy, childbirth, or related medical conditions), age, marital status, sexual orientation physical or mental disability, medical condition, genetic information (including test results), status as a Vietnam-era or special disabled veteran, uniform service member status, political affiliation, union membership, gender identity or gender expression, or any other characteristic protected by applicable law is prohibited.
Note:
This job description in no way states or implies that these are the only duties to be performed by the employee(s) incumbent in this position. Employees will be required to follow any other job-related instructions and to perform any other job-related duties requested by any person authorized to give instructions or assignments.
[MA1]adding this here since some things here may need to be deprioritized based on quarterly shifting goals, BUT it may also be something that gets discussed during interview instead.