Executive Assistant

Our Company

PharMerica

Overview

PharMerica is seeking a detail-oriented Administrative Assistant to support our hospital and retail pharmacy operations and our Board of Directors. This role combines financial reconciliation, financial reporting support, grant research and writing, and full board administration. You will report with hospital and retail pharmacy teams across several projects.

Key Responsibilities

Financial Reconciliation & Reporting

• Reconcile pharmacy financial activity for the hospital and retail pharmacy operations on a regular schedule.
• Maintain accurate books in QuickBooks (or an equivalent accounting system).
• Review and analyze financial reports; flag variances, trends, and discrepancies to the Board.
• Prepare clear financial summaries for Board review.

Grant Research & Applications

• Identify and research grant opportunities that fit the organization’s pharmacy and healthcare programs.
• Write, complete, and submit grant applications, and track deadlines and reporting requirements.
• Maintain a grant pipeline and records of submissions, awards, and follow-up obligations.

Board Administration

• Assist the Board with all board functions, including meeting scheduling, agendas, packets, minutes, and follow-up on action items.
• Maintain board records, policies, and corporate documentation.
• Serve as the point of contact between the Board and pharmacy staff.

Cross-Functional Project Support

• Work with hospital and retail pharmacy personnel on a variety of projects as assigned by the Board.
• Prepare written communications, reports, and correspondence on behalf of the Board.

Responsibilities

• Manages the executive's schedules
• Makes travel arrangements and plans out time allotted accordingly
• Collects, verifies, and analyzes information for the executive's use in documents such as memos, letters, reports, speeches, presentations, and news releases
• Facilitates smooth communications between the executive team and coworkers as well as between the executive team and external parties such as media, customers, and the public
• Handles confidential information
• Maintains the security of the executive's records and files
• Assists with leadership meetings and quarterly Board meetings
• Monitors, reviews, and approves standard expenditures to ensure the activities of the office are conducted within established budgets
• Performs tasks using independent judgment through preparing documents, presentation materials, screening and responding to incoming correspondence, drafting letters and official information releases, arranging meetings, and distributing meeting minutes
• Upholds knowledge of corporate policies and procedures

Qualifications

• Associate degree or equivalent degree
• Four years of relevant experience
• Skilled and familiar with performing administrative tasks

About our Line of Business PharMerica, an affiliate of BrightSpring Health Services, delivers personalized pharmacy care through dedicated local teams, serving health care providers such as skilled nursing facilities, senior living communities, and hospitals. We also cater to individuals with behavioral needs, infusion therapy needs, seniors receiving in-home care, and patients with cancer. Operating long-term care, home infusion, and specialty pharmacies across the nation, we combine the personal touch of a neighborhood pharmacy with the resources of a national network. Our comprehensive solutions, backed by industry-leading technology and regulatory expertise, ensure accurate medication access, cost control, and compliance with best-in-class clinical standards. We are committed to enhancing resident health, reducing staff burdens, and supporting our clients' success. For more information, visit www.pharmerica.com. Follow us on Facebook, Twitter, and LinkedIn.