Senior Executive Assistant to the CTO, CPrO and CMO

Full-time - Entry Level

New York City, NY

Ambulatory Health Care Services

About the position

The role of the Executive Assistant is to provide comprehensive support to our CTO, CPrO, and CMO and scheduling support for department-specific Vice Presidents. As the Executive Assistant, you will play a critical role in managing calendars, coordinating, attending, and taking notes during meetings, sending out meeting follow-ups, and ensuring efficient communication within the organization. The EA possesses excellent organizational skills, a sense of urgency, and the ability to optimize these leaders' schedules to create more bandwidth for strategic activities. In this capacity, the EA will organize and coordinate external relations and may oversee special projects for the leaders they support. The EA must be creative and enjoy working within an entrepreneurial and mission-driven environment. The ideal individual will have the ability to exercise good judgment in a variety of situations, with exceptional written and verbal communication, administrative, and organizational skills.

Responsibilities

• Anticipate the leader's needs and act proactively to address them, including preparing meeting materials, briefing documents, and agenda items in advance.
• Monitor deadlines and follow up on action items, ensuring timely completion of tasks and facilitating effective decision-making.
• Availability to be reached in and outside of regular working hours.
• Support the design and execution of the department All Hands meeting.
• Proactively manage the leader's calendars, including scheduling, prioritizing appointments, and coordinating all internal and external meetings.
• Work closely with the leaders to keep them well informed of upcoming commitments and responsibilities, following up appropriately.
• Act as a 'barometer,' having a sense for the issues taking place in the environment and keeping leaders updated.
• Anticipate leader's needs in advance of meetings, conferences, etc. and proactively identify ways to meet those needs.
• Optimize the leader's schedule to create more time for strategic initiatives by efficiently managing conflicting priorities and minimizing time conflicts.
• Act as a liaison between the leaders and internal/external stakeholders, handling correspondence, emails, and phone calls with professionalism and confidentiality.
• Provide a bridge for smooth communication between the leaders and internal departments; demonstrating leadership to maintain credibility, trust, and support with senior management staff.
• Arrange complex travel itineraries, including flights, accommodations, ground transportation, and visas, considering the leader's preferences and optimizing travel efficiency.
• Coordinate logistics for meetings, conferences, and events, both onsite and offsite, ensuring smooth execution and providing necessary support.
• Organize and maintain confidential and sensitive information, documents, and files, ensuring easy accessibility and efficient retrieval.
• Display discretion in handling highly confidential information on behalf of the leaders.

Requirements

• 3-5 years of previous experience as an Executive Assistant supporting C-level executives or senior management.
• Ideally, ability to work from the NYC office 3-4 days a week and be able to coordinate with in-person and remote executives and team members.
• Exceptional organizational skills with the ability to multitask and prioritize tasks in a fast-paced environment.
• Proactive mindset and the ability to act with a sense of urgency, anticipating needs and taking proactive measures to support executives.
• Strong calendar management skills, adept at optimizing schedules and creating more bandwidth for strategic activities.
• Ability to interact professionally and confidently with stakeholders at all levels.
• Proficiency and agility in computer skills, including Google suite (Docs, Sheets, Slides, Forms), database management, and online collaboration tools.
• Strong attention to detail and accuracy, particularly in managing confidential information and preparing business documents.
• Ability to maintain composure and work effectively under pressure, handling high-stakes situations with professionalism.
• Flexibility and adaptability to changing priorities and demands, readily adjusting schedules and tasks as needed.

Benefits

• Health, Dental, Vision benefits start on your first day at Spring.
• Employer sponsored 401(k) match of up to 2% for retirement planning.
• A yearly allotment of no cost visits to the Spring Health network of therapists, coaches, and medication management providers for you and your dependents.
• Competitive paid time off policies including vacation, sick leave and company holidays.
• Parental leave up to 18 weeks, depending on your eligibility including tenure and medical situation.
• Access to Noom, a weight management program-based in psychology, that's tailored to your unique needs and goals.
• Access to fertility care support through Carrot, in addition to $4,000 reimbursement for related fertility expenses.
• Access to Wellhub, which connects employees to the best options for fitness, mindfulness, nutrition, and sleep in one subscription.
• Access to BrightHorizons, which provides sponsored child care, back-up care, and elder care.
• Up to $1,000 Professional Development Reimbursement a year.
• $200 per year donation matching to support your favorite causes.