Remotehey

About Our Client

In 2018, the organization set out to do something unprecedented: build a clinically intuitive, AI-enabled solution that fits within physicians' workflows to help support the earlier diagnosis and management of chronic conditions.

Years later, that vision is a reality, with thousands of practitioners using the primary care tool during patient visits to improve disease management, reduce medical expenses, and drive success in value-based care.

With an exceptional team of value-based care and technology experts, the organization is driving value-based care at the speed of software.

About The Role

Our client is transforming healthcare and improving patient care with an innovative primary care tool. By supporting Primary Care Physicians (PCPs), the organization delivers improved outcomes to patients at a lower cost through early diagnosis and longitudinal care management of chronic conditions.

The Executive Support team is essential to improving the overall efficiency and productivity of the leadership team. The team is empowered to gather business context, understand the unique priorities of supported executives, and implement systems to improve their overall effectiveness.

As a Senior Executive Assistant, this role plays a pivotal role in enhancing the effectiveness and productivity of the leadership team. This role involves a mix of executive support, project coordination, and strategic partnership.

The individual will be a trusted partner to executives, managing complex calendars across time zones, driving meeting strategy and cadence, and ensuring operational excellence through proactive organization and thoughtful problem-solving. The work will enable leaders to focus on what matters most—advancing the mission to improve patient care and outcomes. This role requires exceptional judgment, confidentiality, adaptability, and a deep understanding of how to streamline executive operations in a fast-paced, high-growth healthcare environment.

Key Responsibilities

• Be accountable for the calendar of the designated executive(s) and leader(s); schedule large volumes of internal and external meetings across various time zones.
• Maintain a thorough understanding of the organization's business goals and the priorities/challenges of the leadership team; leverage business context to drive strategy around meeting cadences, formats and information flow for the leadership team.
• Build and enforce structure into calendars; proactively monitor to ensure there are no conflicts and overall adherence to established scheduling standards; create and review agendas prior to meetings.
• Hold executives accountable for deliverables; exercise sound judgment to balance internal and external priorities, and push back when necessary to ensure leaders are operating efficiently and focused on what matters most.
• Provide end-to-end support to designated executives, relieving them of administrative details, projects, and workflows so they can concentrate on high-impact work.
• Identify opportunities to streamline and improve executive operations; proactively implement structural and organizational improvements that enhance team efficiency.
• Coordinate international and domestic travel arrangements, mitigating inconveniences and taking into account preferences and comfort, and be available to triage any issues as they arise.
• Greet guests and ensure onsite and virtual meetings flow smoothly (e.g. ordering lunch, printing materials, managing virtual logistics).
• Manage and oversee special projects from the leadership team within the executive support team as necessary, maintaining a bias toward action and measurable outcomes.
• Take on various activities, such as agenda and material prep, meeting minutes and distribution, etc.

Success in this Role Looks Like

• In the first 90 days:
• Understanding the organization’s mission, priorities, and how leaders operate and their preferences.
• Building trust with key leaders and consistently exercising sound judgment.
• Executive calendars, meetings, and priorities are structured and running smoothly.
• Proactively identifying inefficiencies and proposing improvements.
• In the first 6 months:
• Being a trusted partner who brings clarity, organization, and accountability to the leadership team.
• Implementing process or communication improvements that save time and reduce friction.
• Consistently balancing internal priorities and external commitments with sound judgment.
• Meeting preparation and follow-through are seamless and reliable.
• In the future:
• Being seen as a strategic enabler, anticipating needs and improving how the organization operates.
• Systems built continue to drive executive and team efficiency as the company scales.
• Modeling a proactive, customer-centric, and action-oriented approach to every challenge.

Required Qualifications

• 5+ years of experience supporting Executives; experience supporting tech leaders is preferred.
• Diligent and strategic, knowing when to push back and how to stay organized to achieve maximum productivity.
• Strong interpersonal skills; professional demeanor and discretion is a must.
• Excellent written and verbal communication.
• Solid time management and organizational skills; expertise in administrative practices and procedures.
• Tech savvy and previous experience with Google Apps and Gmail for calendaring.
• Located in the Central Time Zone (strongly preferred).

Benefits Overview

• Financial Well-Being: Competitive base salary and equity opportunities. Performance-based bonus program, 401k matching, and regular compensation reviews.

• Physical Well-Being: Comprehensive medical, dental, and vision coverage.

• Mental Well-Being: Initiatives such as No-Meeting Fridays, monthly company holidays, access to mental health resources, and a generous flexible time-off policy. A remote-first culture that supports collaboration and flexibility.

• Professional Development: Learning programs, mentorship, professional development funding, and regular performance feedback and reviews.

Additional Perks:

• Employee Stock Purchase Plan (ESPP) offering discounted equity opportunities
• Reimbursement for office setup expenses
• Monthly cell phone & internet stipend
• Remote-first culture, enabling collaboration with global teams
• Paid parental leave for all new parents
• And much more!

Salary Range

A reasonable estimate of the base salary range for this role is $117,000 to $143,000. Final pay is based on several factors including but not limited to internal equity, market data, and the applicant’s education, work experience, certifications, etc.

Note:

“We are not the EOR (Employer of Record) for this position. Our role in this specific opportunity is to connect outstanding candidates with a top-tier employer. Swooped helps candidates around the world to discover and stay focused on the jobs they want until they can complete a full application in the hiring company career page/ATS.”