Executive Assistant

The Role

We’re hiring our first Executive Assistant to the CEO. This person will manage a wide range of administrative responsibilities, including a complex calendar, expense reports, confidential correspondence, travel and itineraries, agendas, and events. As a trusted partner to the CEO, they will also lead operations for our Washington, DC office.

This role owns the CEO partnership, the DC workplace experience, and end-to-end planning for company onsites and offsites. You’ll streamline executive workflows, strengthen our hybrid office culture-typically 1-2 in-office days per week-and keep remote-first teams aligned. You’ll oversee complex logistics, sensitive communications, office operations, and multi-day gatherings. You are a resourceful builder who thrives on creating systems and helping a high-growth startup scale.

Key Responsibilities

Calendar & Scheduling

• Plan, coordinate, and prioritize the CEO’s calendar, proactively resolving conflicts and adapting to last-minute changes.
• Coordinate with executives, board members, investors, and their assistants.
• Prepare the CEO for each day with agendas, briefing materials, and timely reminders.
• Serve as both gatekeeper and gateway to the CEO, balancing stakeholder access with protected focus time.

Executive Support

• Triage incoming requests, including sensitive and confidential matters, and determine the appropriate action, referral, or response.
• Process expense reports for the CEO and, as needed, the executive team, partnering with Finance to ensure timely reimbursement.
• Manage memberships, subscriptions, and renewals.
• Coordinate board meetings, including scheduling and logistics.
• Handle patient, partner, and company information discreetly and in accordance with HIPAA and company privacy policies.
• Assist other member of the executive leadership team as needed

Travel & Event Planning

• Book and coordinate domestic travel for the CEO and executive team, including flights, lodging, ground transportation, and detailed itineraries.
• Coordinate with hosts and partners at practice sites, health systems, conferences, and investor meetings.
• Plan end-to-end logistics for onsites, leadership offsites, and team gatherings, including venues, travel, and day-of execution.
• Coordinate office visits for partners, candidates, and guests.
• Support company milestones, celebrations, and culture-building activities.

Office Management

• Manage the office space, supplies, vendors, and facilities requests to create a welcoming, organized environment on in-office days.
• Coordinate in-office schedules and conference room use.

Social Media & Branding

• Support company social channels in partnership with leadership and Marketing by capturing content from events and onsites and celebrating team milestones.
• Maintain a content calendar aligned with conferences, announcements, hiring, and company news.

Special Projects

• Lead ad hoc projects for the CEO, including research, initiative tracking, presentation preparation, and follow-through on action items.
• Identify recurring friction points and create simple systems, templates, and processes to resolve them.

Requirements

• 3+ years of administrative experience, including at least 2 years supporting a C-suite executive; experience supporting a CEO is strongly preferred.
• Expert calendar-management skills and sound judgment independently prioritizing competing demands.
• Comfort working in a fast-paced startup where priorities shift and the role evolves.
• Experience coordinating meetings and communicating with C-suite executives, investors, or their assistants.
• A strong track record of managing complex executive travel.
• Polished written communication skills.
• Proficiency with Microsoft 365, Slack, and travel and expense tools.
• Bachelor’s degree preferred.

Location

• Hybrid: Must be within driving distant to D.C.
• In office days as needed (1-3 times per month)
• Occasional travel for company onsites and events.