Executive Assistant

Position Overview
We are seeking a highly organized, proactive, tech-savvy Executive Assistant to support our CEO and founding leadership team. The ideal candidate is resourceful, detail-oriented, discreet, and able to manage multiple priorities in a fast-paced healthcare and technology startup serving high-net-worth individuals and family offices.
Key Responsibilities

• Executive Support: Manage calendars, scheduling, email correspondence, travel arrangements, and competing executive priorities.
• Task & Priority Management: Maintain daily and weekly task lists, action items, deadlines, critical decisions, and progress updates. Ensure consistent follow-through.
• Proactive Coordination: Anticipate executive needs, identify scheduling conflicts, recommend priorities, and proactively suggest tasks requiring attention.
• Meetings & Documentation: Coordinate meetings, prepare agendas, use AI note-taking tools to produce accurate summaries, capture decisions, and track follow-up actions.
• Communications: Draft, edit, and refine professional email s, executive correspondence, presentations, and stakeholder communications.
• Presentations & Design: Create and edit PowerPoint presentations, executive documents, and professional visual materials using Canva.
• Event Management: Plan and coordinate virtual events, webinars, and executive meetings, including registration, logistics, attendee management, communications, and follow-up.
• Financial Administration: Maintain expense logs, organize receipts, track reimbursements, and prepare basic expense reports using appropriate software.
• Document & Project Management: Organize SharePoint files, maintain document version control, update task management systems, and monitor project deliverables.
• Confidentiality: Safeguard sensitive business, investor, client, and executive information with exceptional discretion.

Required Qualifications

• 5+ years supporting senior executives, founders, or C-suite leadership.
• Excellent written and verbal communication, editing, and organizational skills.
• Proficiency in Microsoft 365, Outlook, Teams, Excel, PowerPoint, and SharePoint.
• Experience with Canva, task management platforms, AI meeting assistants, and expense reporting tools.
• Strong ability to prioritize independently, anticipate needs, and manage multiple executive workflows.
• Exceptional attention to detail, professional judgment, reliability, and confidentiality.
• Experience with healthcare, financial services, family offices, or entrepreneurial businesses preferred.

Ideal Candidate
We are looking for someone who thinks two steps ahead, takes ownership without constant supervision, communicates clearly, and brings structure to complex executive schedules.
Our expectation: More than an administrative assistant, this individual should be a trusted executive support partner who protects leadership time, keeps priorities visible, anticipates problems, and ensures commitments are executed.