About Our Client
The hiring company is a healthcare data logistics company with a vast network of healthcare organizations, data partners, and hospitals. They are looking for smart, kind, and productive individuals to join their highly collaborative, remote-first team. This role as an executive assistant involves providing strategic support to the Chief Technology Officer and other executives.
You Will:
- Deliver reliable, professional administrative support for the Chief Technology Officer and their Chief of Staff.
- Manage calendar, travel booking, and schedule internal and external meetings (e.g., executives, board members, clients).
- Gather key data and draft company-wide communications from Executives.
- Facilitate internal company celebration events, ensuring accomplishments and employee milestones are recognized.
- Handle highly-confidential and/or sensitive information with discretion and tact.
- Plan, communicate and coordinate event logistics for in-person team offsites (roughly once per quarter).
- Coordinate CTO team wide initiatives in partnership with the Chief of Staff and People Business Partner.
- Own and manage the calendar for critical meetings and bonding events, ensuring they occur with proper preparation and smooth logistics.
- Ensure seamless on-site execution, managing staff, vendors, and participant communication.
- Develop comprehensive plans for team offsite events including logistics, timelines, and managing budgets.
- Enable the team to scale by ensuring no critical documents or processes fall through the cracks.
- Bring a mindset for process improvement to all things, suggesting more efficient ways to conduct core executive operations.
- Administration of team celebrations.
This role does not:
- Support executives outside of professional requirements (no personal support).
- Report to the Chief Technology Officer. You will report to the Chief of Staff and work closely with the Executive Assistant team.
What You Will Bring to the Table:
- At least 5 years prior experience in an executive assistant role supporting C-Suite Level Exec is highly valuable, especially if some of that experience is at larger companies (2,000+ employees).
- World-class attention to detail: names are spelled correctly, time-zones are accurate, you proofread all your work by default.
- Professional and helpful: you are accessible yet appropriately distanced, you offer help proactively when needs arise without aggressively inserting yourself.
- Well organized: you have a system to track key activities, you follow up on all open items, no tasks fall through the cracks.
- Fast response time, especially to requests from your Executives and when coordinating meetings with external parties.
- Generally answer all direct Executive needs/questions within 4 hours between 8am and 6pm EST on work days.
- Some responsiveness over evenings/weekends is expected (don't 'go dark' from Friday 5pm to Monday 8am).
- On occasion, long hours, weekend work, and on-call support may be needed. Ideally, these needs are seen in advance and can be discussed.
- Follow up with external parties regarding coordination/scheduling should happen within 12 hours (OK if meeting arrangement is not finalized, but must acknowledge request and start conversation same day).
- You understand and respect confidentiality.
- Ability to travel throughout the year for Leadership and EA offsites.
Salary Range
The estimated salary range for this role is $145,000-$165,000.
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