Senior Executive Assistant to the CEO at Spring Health in New York, New York, United States

Job description

• We are seeking an experienced and highly proactive Senior Executive Assistant to join our organization and provide comprehensive support to our CEO and Chief of Staff. Reporting to our Chief of Staff, you will play a critical role in managing the CEO’s calendar, coordinating meetings, and ensuring efficient communication within the organization.
• The ideal candidate will possess excellent organizational skills, a sense of urgency, and the ability to optimize these leader’s schedules to create more bandwidth for strategic activities.This is an ideal position for an ambitious career Senior Executive Assistant who works well under pressure and senior management teams. In this capacity, the Senior EA will organize and coordinate external relations and may oversee special projects. The Senior 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.
• This is a full-time, in-person role with standard hours of Monday through Friday, 8 a.m. to 5 p.m.. This role is expected in-person at our NYC office five days per week. As this is an in-office position, we are only considering candidates in the tri-state area, with a strong preference for those located in the New York City area. Occasional travel may be required for company or team meetings or events.
• Calendar Management: Maintain schedule accuracy, measured by the number of missed or double-booked appointments;
• Meeting Effectiveness: Ensure agendas and necessary documents / materials are provided 24 hours prior to a scheduled meeting 100% of the time

Responsibilities

• Anticipate the CEO’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
• Proactively manage the CEO’s calendar, including scheduling, prioritizing appointments, and coordinating all internal and external meetings.
• Work closely with the CEO to keep them well informed of upcoming commitments and responsibilities, following up with intention.
• Act as a "barometer," having a sense for the issues taking place in the environment and keeping the CEO updated and informed.
• Anticipate the CEO’s needs in advance of meetings, conferences, etc. and proactively identify ways to meet those needs.
• Optimize the CEO’s schedule to create more time for strategic initiatives by efficiently managing conflicting priorities and minimizing time conflicts.
• Work with the Chief of Staff to support planning for CXO monthly meetings, Executive Leadership team meetings and offsite meetings throughout the year.
• Act as a liaison between the CEO 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.
• Draft, proofread, and edit various business documents, including memos, reports, presentations, and emails, ensuring accuracy and clarity.
• 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.
• Conduct research, gather data, and prepare reports and presentations to support the CEO’s decision-making process.
• Perform delegated tasks, such as maintaining their appointment calendar and household staff
• Anticipate your leader’s personal needs while adeptly addressing unexpected situations

Requirements

• 10+ years of previous experience as an Executive Assistant supporting C-level executives or senior management.
• Ability to coordinate effectively 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.
• Practices discretion and confidentiality when handling sensitive information.
• 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.
• Excellent written and verbal communication skills, with the 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, project management tools (Asana, Coda, Monday) and online collaboration tools (Slack).
• 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.

Skills

Required

• Exceptional organizational skills
• Proactive mindset
• Sense of urgency
• Discretion and confidentiality
• Attention to detail
• Composure under pressure
• Flexibility and adaptability
• Database management
• Online collaboration tools (Slack)

Benefits

• 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. Benefits are subject to individual plan requirements and eligibility criteria.
• Health, Dental, Vision benefits start on your first day at Spring. You and your dependents also receive access to One Medical accounts HSA and FSA plans are also available, with Spring contributing up to $1K for HSAs, depending on your plan type.
• 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.
• We offer competitive paid time off policies including vacation, sick leave and company holidays.
• At 6 months tenure with Spring, we offer parental leave of 18 weeks for birthing parents and 16 weeks for non-birthing parents.
• 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.
• The target base salary range for this position is $129,780 - $164,450 and is part of a competitive total rewards package including equity 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.