Executive Assistant & Office Manager

Oxeon | Talent and Communications

Position: Executive Assistant + Office Manager

Location: New York, NY

Contact:  Madison Cahill, [email protected] 

About Oxeon

Oxeon, an industry-leading builder of transformational healthcare solutions pioneered in 2011 by Trevor Price, powers change to our nation’s broken healthcare system through talent, entrepreneurship and investment. 

Comprised of three core businesses, the Oxeon holding company includes: Oxeon Search, which has placed more than 1,000 executives in healthcare leadership roles; Oxeon Investments, which makes selective seed investments and takes equity positions in Oxeon portfolio companies to accelerate change in healthcare; and Oxeon Venture Studio, which designs, facilitates and launches innovative healthcare businesses. Oxeon, derived from the Greek word for relationships, connects people and ideas to change healthcare and improve the lives of millions of Americans. Click here to learn more.

About our Firm

Our unique business model and culture attract driven professionals who are endlessly curious and determined to make an impact. We build deeply trusted relationships with each other and our clients. This environment creates an exceptional opportunity for accelerated development — cultivating the next generation of healthcare leaders. 

Our commitment to diversity is visible throughout our culture and approach to building relationships within our ecosystem. It is also a core objective of our work. We believe that bringing more diverse perspectives to the leadership table is critical to fixing healthcare and to our mission to make people healthier. Click here to learn more.

We hold ourselves to six core values: Intellectual Curiosity, Emotional Intelligence (EQ), Ownership, Resilience, Collaboration and Spirit of Generosity. These values guide our every action — from the way we hire, to how we invest, to how we serve our clients. 

Perhaps most importantly, we have a lot of fun together. As part of our team, you might be asked to take over as office DJ, don a costume for Spirit Week, or teach us about your favorite hobby. We encourage laughter and celebration in our everyday work. Check out some highlights of our culture here. 

About the Role

You will help position Oxeon’s Senior Leaders for success. In this role, you will support 1-2 Senior Leaders and manage the New York City office. You will be a part of a broader (amazing) Platform team that supports the business. We are an organization that is entrepreneurial and flexible, and the role will evolve over time. Responsibilities for the role include, but are not limited to:

Thought Partnership through Executive Support

• Manage calendar: Coordinate all internal and external meetings for very busy executives, including ensuring all important information is relayed.
• Book travel: research, book, and coordinate executive travel– ensuring all documents are in place and relevant personal information is included; create itineraries
• Manage administrative tasks: help with office needs - scanning, mailing, etc.
• Process expenses: through third-party provider (Expensify) 
• Collaborate effectively: coordinate with other EAs and team members as necessary; bring in key stakeholders as needed; liaise with both internal and external teams
• External conferences: support in the planning of external conferences and events; compile agendas and pull together meetings materials/ information on attendees; assist with scheduling follow-up meetings 

Executive Search Project Coordination

• Project Management: 
• Proactively manage the team’s efforts to ensure they are moving the assignment/project forward
• Oversee the process for client meetings and deliverables and keep every step of the process on track
• Documentation Support:
• Use Google Suite to support the creation, editing and formatting of client-facing documents. Ensure all information is accurate and meets the client and internal expectations (e.g. business development materials, client retainers, position descriptions, search status reports, etc)
• Maintain records, update status of projects, log documents, calls, and other data in CRM database (Salesforce)
• Search Coordination:
• Manage scheduling of meetings and calls with clients and candidates, maintaining an understanding of search needs.

Office & Events Management

• Plan and lead fun culture-building events, including office happy hours and outings.
• Maintain office supplies
• Select and order delicious weekly food and snacks
• Keep the office looking great
• Order furniture, art, plants, and other decor for the office as needed
• Proactively manage upkeep and respond to office needs by working with external vendors
• Collaborate with office leads in both NYC and Nashville offices
• Manage conference room bookings
• Manage meetings - greet executives’ guests and order meals for internal and external meetings as needed; ensure conference room space is set up and cleaned after each meeting

What We Expect From You

• Be proactive: Your team relies on you to be responsive to clients, candidates, and other stakeholders.
• Maintain a flexible working style: As a client services firm, we are all available for last-minute changes to calendars, including some early morning/ late night or weekend availability as needed.
• Make executive decisions: Understand the business and the executive you are working with in order to make decisions independently
• Maintain a strong attention to detail: You will be representing us to clients and other executives in the market.
• Maintain a high degree of professionalism: be a representation of the firm when communicating with internal project leads and clients; handle confidential and sensitive information with the utmost discretion

Requirements for the Role

• 1-3 years of administrative or recruiting coordination experience in a fast-paced environment
• Strong written and verbal skills, comfortable interacting with colleagues at all levels
• Incredibly organized and proactive, with an innate sense of how to prioritize
• Detail-oriented with ability to make sure things run smoothly
• Flexibility and an ability to multitask
• Ability to work independently as well as part of a team, take initiative, and engage with your work
• Ability to step out “over your skis” and tackle and solve problems you’ve never had experience with before

What You Can Expect From Us

• A flexible, hybrid work model. We spend time in-person in the NYC, Seattle, and Nashville offices 3 days per week (Tuesdays, Wednesdays, Thursdays) and are flexible Mondays and Fridays. Additionally, everyone has additional “work from anywhere” days, where they can choose to work remotely for extended periods of time.
• Quality time together. We spend time together at weekly all hands, annual offsites and events throughout the year to build culture, have fun, foster learning and development, and deepen relationships with one another.
• Equity interest. We are relationship- and long-term results-oriented in all we do. We align firm and employee compensation with equity and team performance. Consistent with the shift from fee-for-service to value-based care, this approach invests us fully in the success of our clients and portfolio companies. Every Oxeon employee receives equity in Oxeon investments from day one.
• Great compensation and benefits. We offer competitive compensation, 100% employer paid medical and dental insurance for you and your family (we are a healthcare company after all!), paid parental leave, 401k, great snacks, and a fun, flexible open-office environment.
• Opportunity to give back. We believe in giving back to the community and helping those in need, which is why every employee is given opportunities to volunteer and a generous annual philanthropic match to support and learn from causes important to them.

What We’d Like From You: Apply here to let us know why you’re interested. We’re excited to hear more about your story and goals.

Salary Expectations

Total cash compensation: $80,000-$110,000

Equity: Cash distributions are variable based on tenure and fund performance

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Oxeon is interested in every qualified candidate who is eligible to work in the United States; however, we are not able to sponsor visas at this time.

​​Oxeon is committed to Diversity, Equity and Inclusion in both our internal operations and across our external business and network. We’re an equal opportunity employer committed to providing employees with a work environment free of discrimination and harassment. Applicants are considered for employment regardless of race, color, ethnicity, ancestry, religion, national origin, gender, sex, gender identity, gender expression, sexual orientation, age, citizenship, marital or parental status, disability, veteran status, or any other class protected by applicable laws.

Oxeon is committed to providing and maintaining a safe workplace. Pursuant to the order of the Commissioner of Health and Mental Hygiene to Require COVID19 Vaccination in the Workplace, all New York City workers who perform in-person work or interact with the public in the course of business must provide proof that they have been fully-vaccinated against COVID-19 or request and receive approval for a reasonable accommodation (including due to disability or religion).