Executive Assistant to the CTO, CPO and CMO

The role of the Executive Assistant is to provide comprehensive support to our CTO, CPO, 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:

Proactive Support:

• 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

Calendar Management:

• 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.

Communication and Correspondence:

• 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.

Travel and Logistics:

• 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.

Information Management:

• 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.

What success looks like in this role:

• Task Completion: Timely and accurate management of calendars, meetings, and travel logistics. Ensure deadlines are met with minimal delays and errors.
• Stakeholder Satisfaction: Positive feedback from executives on communication and support.

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.

The target base salary range for this position is $100,000 - $120,000, and is part of a competitive total rewards package including stock options and benefits. Individual pay may vary from the target range and is determined by a number of factors including experience, location, internal pay equity, and other relevant business considerations. We review all employee pay and compensation programs annually using Radford Global Compensation Database at minimum to ensure competitive and fair pay. 

Benefits provided by Spring Health:

Note: We have even more benefits than listed here and below, your recruiter will provide more in-depth information as you continue in the interview process. All benefits are subject to individual plan requirements and eligibility criteria.

• Health, Dental, Vision benefits start on your first day at Spring Health. You and your dependents also receive an individual One Medical account which is valued at $199/year per user. HSA and FSA plans are also available.
• Employer sponsored 401(k) match of up to 2%
• A yearly allotment of no cost visits to the Spring Health network of therapists, coaches, and medication management providers for you and your dependents.
• Generous paid time off, 10 sick days, 12 paid holidays throughout the year, and a 1 month sabbatical leave granted at your 4 year anniversary
• We offer parental leave up to 18 weeks, depending on your eligibility including tenure and medical situation.
• Access to fertility care support through Carrot, in addition to $4,000 reimbursement for related fertility expenses.
• Access to Wellhub, an on-demand virtual benefit that provides wellbeing coaching, and budget management.
• Up to $1,000 Professional Development Reimbursement a year.
• $200 per year donation matching to support your favorite causes.