Role's Responsibilities- Provide comprehensive executive support to the CEO and COO, serving as a reliable and proactive partner to senior leadership.
- Own and manage the CEO's calendar as the primary priority - scheduling meetings, prioritizing appointments, and resolving conflicts with sound independent judgment; provide the same level of calendar management for the COO.
- Arrange detailed domestic and international travel including itineraries, accommodations, and transportation, ensuring logistics are seamless and frictionless end-to-end.
- Handle expense reporting associated with travel, office management, and other assigned areas in an accurate and timely manner.
- Anticipate and prepare materials needed for meetings, ensuring the CEO and C-suite are fully briefed and well-prepared for all engagements.
- Act as a gatekeeper for the CEO - screening and prioritizing emails, calls, and requests to protect executive focus and optimize time.
- Draft and edit correspondence, reports, presentations, and other communications on behalf of the CEO with a high degree of polish and accuracy.
- Coordinate internal and external communications, ensuring timely and accurate dissemination of information to the right stakeholders.
- Serve as a liaison between the CEO, C-suite, and internal/external stakeholders, fostering positive, professional relationships at all levels.
- Provide corporate support including reconciling Bill.com invoices, processing receipts, and supporting accounts payable workflows in coordination with the Finance team.
- Own office management for the White Plains, NY headquarters and Tampa, FL remote office - overseeing day-to-day operations, vendor coordination, supply management, facilities liaison, and delivering a consistently positive experience.
- Assist in special projects and strategic initiatives as directed by the CEO, taking full ownership from kickoff to completion.
- Handle all confidential information with the utmost discretion and professionalism.
- Perform other related role's responsibilities as assigned.
RequirementsKnowledge, Skills & Abilities- Proactive mindset - anticipates needs, identifies problems before they arise, and acts without waiting to be asked.
- Exceptional organization and time-management skills, with the ability to manage competing priorities across multiple executives simultaneously.
- Impeccable written and verbal communication skills - clear, professional, and polished in every interaction.
- Ability to maintain confidentiality and exercise sound discretion with sensitive executive and business information.
- Ability to develop trusted relationships at all levels of the organization, including senior leadership and external partners.
- High adaptability to a fast-paced and dynamic work environment with frequently changing priorities.
- Strong office management experience across multiple locations, including vendor management, facilities coordination, and maintaining efficient, well-run office environments.
- Proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint) and calendar/scheduling tools.
- Strong technical expertise with expense management platforms and travel booking tools.
- Experience with Bill.com or similar accounts payable platforms for invoice reconciliation and receipt processing a plus.
Education & Experience- Bachelor's degree required; degree in Business Administration, Communications, or a related field preferred.
- 10+ years of progressive executive assistant experience, with at least 3-5 years of direct CEO support in a high-growth or startup environment; prior experience in a Senior EA, Lead EA, or EA team lead capacity strongly preferred.
- Demonstrated experience overseeing multi-site office operations, managing office logistics, vendor relationships, and facilities; experience supporting a hybrid workforce.
BenefitsOnMed provides a competitive salary and benefits package, including unlimited PTO and paid holidays.
The base salary for this role is $140,000 - $150,000 commensurate with the candidate's experience.
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