Administrative Assistant

Benefits:

401(k)

401(k) matching

Bonus based on performance

Competitive salary

Dental insurance

Employee discounts

Health insurance

Training & development

Vision insurance

Wellness resources

Optimatum Solutions is seeking a highly skilled, proactive Administrative Assistant to directly support the CEO. The ideal candidate has 10 years’ experience in an administrative capacity with at least 5+ years supporting senior leadership, excels at complex calendar management and travel arrangements, and demonstrates exceptional attention to detail while juggling multiple, complex priorities. This role requires a polished communicator with strong Excel and PowerPoint skills, a self-starter mindset, and a passion for learning and taking on new challenges. Prior experience drafting executive level communications and familiarity with CRM systems are highly valued.

We’re looking for a driven professional ready to take ownership in a role that blends sales support with hands-on marketing execution. In this position, you’ll have the autonomy to shape how we grow revenue by:

This role designed for someone who thrives in environments where initiative is valued and independence is encouraged. With flexibility to expand responsibilities based on your availability and business needs, you’ll have the chance to make a visible impact while growing your career.

If you’re ready to leverage your experience in a setting where agility, creativity, and impact matter—and where your work will be seen and felt—this is the role for you.

Our Story Optimatum is a leading vendor management firm, delivering savings for the HR supply chain since 2007. We are the first company in the market to bring best practices in vendor management to HR Supply Chain operations: Employer-Sponsored Healthcare, Retirement, HR Systems, and M&A/Transitional Services. We design and execute harmonization strategies and provide active management and oversight to help clients create and capture value. Our end-to-end point solutions are seamless to implement and maintain and drive operational efficiency through vendor accountability.

We’re a high-performing, entrepreneurial organization built on a foundation of client focus and innovation. Our culture celebrates individuality, inclusion, and collaborative growth. At Optimatum, you’ll find an environment that encourages continuous learning and personal development—without the constraints of corporate bureaucracy. Every team member plays a meaningful role in driving our success and is recognized for their unique strengths and contributions.

The Opportunity

Manage a dynamic, complex executive calendar, proactively prioritizing meetings, resolving conflicts, and anticipating needs.

Coordinate domestic end to end: flight/hotel bookings, visas (as needed), detailed itineraries, manage team logistics & events

Prepare, polish, and deliver presentations (PowerPoint) and analysis (Excel) for internal and external meetings.

Act as the CEO’s primary point of contact with internal team, clients and partners; exercise judgment and discretion in all interactions.

Conduct targeted research, compile briefing materials, and draft executive summaries to enable informed decision making.

Drive follow through on high priority actions and deadlines; track commitments and ensure timely completion.

Maintain confidential records and organized digital/physical filing systems.

Plan and support leadership meetings, executive offsites, board sessions, and company events.

Champion process improvements that enhance efficiency and executive productivity.

Coordinate cross functional initiatives:, facilitate collaboration, and ensure accountability across teams.

Partner with the CEO to operationalize priorities, identify blockers early, and drive outcomes in a fast moving environment.

Draft, edit, and proofread professional communications (emails, memos, announcements) that reflect the CEO’s voice and organizational standards.

Demonstrate high emotional intelligence in managing sensitive communications and navigating high pressure situations.

Cultivate strong relationships with internal leaders, clients, vendors, and partners; serve as a trusted representative of the CEO.

Proficient in Microsoft Suite

Comfortable with virtual coordination across time zones (Teams); ensure smooth hybrid/remote collaboration.

Qualifications

10 years of prior administrative experience with at least 5+ years supporting senior executives (C suite preferred) in a fast paced environment.

Proven expertise in calendar management and organization logistics.

Exceptional attention to detail, organization, and ability to manage multiple complex tasks simultaneously.

Self-motivated, proactive, and able to work with minimal direction; demonstrates strong judgment and discretion.

Polished written and verbal communication skills with experience drafting executive level correspondence.

Comfortable adapting to changing priorities and learning new tools and processes.

Core Attributes for Success

Strategic mindset with the ability to anticipate needs and recommend solutions.

High EQ, professionalism, and a client service orientation.

Resourceful problem solver who takes ownership and delivers results.

Continuous learner—eager to adopt new tools and approaches.

Team player who builds trust and communicates with clarity and tact.

Operates with a sense of urgency.

Excellent time management skills.

Ability to stay calm and organized in fast paced moments.

We offer a competitive compensation and generous employee benefits package that includes:

Salary and bonus

Comprehensive Healthcare Coverage – Medical, Dental, Vision, Life Insurance, STD & LTD

401(k) with employer match

Flexible time off policy – including vacation, personal days and holidays

Join the Optimatum Team, bring your talent, and work in our New York City office located in the Rockefeller Center area.

** The expected annual salary ranges from $65,000-$90,000. Salary offers are based on a wide range of factors including, but not limited to, relevant skills, training, experience, education, geographic location, performance, travel requirements, revenue-based metrics, any contractual agreements, and, where applicable, certifications and licenses obtained. Market and organizational factors are also considered.