Executive Assistant & Office Manager at careers-virginpulse in US-AZ-Tempe

Job description

• Because health is personal. That's why Personify Health created the first and only personalized health platform—bringing health plan administration, holistic wellbeing solutions, and comprehensive care navigation together in one place. We serve employers, health plans, and health systems with data-driven solutions that reduce costs while actually improving health outcomes. Together, our team is on a mission to empower people to lead healthier lives.
• This role is On-Site in Tempe, AZ
• Learn even more about the work that drives us at personifyhealth.com.

Responsibilities

• You'll oversee the day-to-day operations of the Tempe office while providing administrative and executive support that helps leaders and teams work efficiently and effectively. As a highly visible and trusted partner, you'll serve as a key resource for office operations, executive coordination, workplace logistics , and special projects.
• This role combines the responsibilities of an Office Manager and Executive Assistant (EA) , balancing operational excellence with proactive administrative support. You'll help ensure the office runs smoothly, executives are supported, meetings and events are executed seamlessly, and employees, candidates, clients, and visitors have a positive experience while onsite.
• Whether you're coordinating executive meetings, managing office operations, supporting strategic projects, welcoming a new employee, or partnering with building management, you'll play a critical role in supporting our people, workplace, and culture.
• If you're highly organized, adaptable, service-oriented, and enjoy anticipating needs before they arise, we'd love to hear from you.
• Provide Executive Support
• Manage complex, shifting calendars for two or more executive leaders , proactively resolving conflicts and prioritizing time against business-critical meetings
• Coordinate domestic and international travel (flights, hotels, ground transport) and prepare detailed itineraries
• Serve as first point of contact for internal and external stakeholders reaching out to assigned executive leadership
• Plan and coordinate leadership team meetings, offsites, and QBRs (agendas, logistics , materials, follow-ups)
• Process expense reports and manage T&E compliance for executive leaders
• Exercise sound judgment and discretion with confidential/sensitive business and personnel information
• Partner with other EAs across the team to coordinate scheduling and events including leadership meetings, client visits, and cross-functional gatherings
• Manage Office Operations
• Serve as the primary onsite contact for our Tempe office, creating a welcoming and professional environment for employees, candidates, clients, and visitors.
• Oversee the day-to-day operations of the office, ensuring workspaces and common areas are organized, well maintained, and ready to support collaboration.
• Partner with building management, concierge services, maintenance teams, and cleaning vendors to ensure the office is operating efficiently and any facility needs are addressed promptly.
• Keep kitchens, break areas, and common spaces clean, stocked, and inviting, including oversight of dishwashers, supplies, and daily upkeep.
• Order and maintain office, kitchen, and breakroom supplies while managing inventory and vendor relationships.
• Receive and distribute mail, packages, and deliveries, and manage outgoing mail using the office postage system.
• Support Employee & Candidate Experiences
• Communicate planned building maintenance and office updates to onsite staff, ensuring timely awareness and minimizing disruptions to day-to-day operations.
• Coordinate interview logistics for in-person candidates, including scheduling, travel arrangements, and onsite visit coordination.
• Partner with Human Resources and IT to ensure the office and workspaces are prepared for New Hire Orientations. Assist HR with greeting new hires and providing tours as needed.

Requirements

• What You Bring to Our Team
• 5+ years of experience supporting C-suite executives, ideally in a high-growth or fast-paced environment.
• 3+ years of experience in operations, communications, or project coordination preferred.
• Demonstrated ability to provide exceptional administrative support while maintaining a professional, organized, and service-oriented workplace environment.
• Ability to interact confidently and professionally with executives, employees, candidates, vendors, and external partners.
• Experience managing calendars, coordinating travel, prioritizing competing meeting requests, and supporting executive schedules.
• Outstanding organizational and project management skills with the ability to manage multiple priorities in a fast-paced environment.
• Strong judgment and discretion when handling confidential and sensitive information.
• A proactive, solutions-oriented mindset with exceptional attention to detail.
• Proficiency with Microsoft Office, Outlook, Teams, and other workplace technology.
• Available to work on-site Monday through Thursday, with flexibility as needed for events.

Skills

Required

• Highly organized
• Adaptable
• Service-oriented
• Proactive
• Solutions-oriented
• Exceptional attention to detail
• Strong judgment and discretion
• Microsoft Office
• Outlook
• Teams
• Workplace technology

Benefits

• Competitive base salary and benefits effective day one
• Comprehensive medical and dental through our own health solutions (yes, we use what we build)
• Unlimited PTO—rest and recharge time is non-negotiable
• Mental health support, retirement planning, and financial protection
• Professional development with clear career progression and learning budgets
• Mission-driven culture where diverse perspectives drive real impact on people's health
• Want the full picture? Visit personifyhealthbenefits.com to explore our complete benefits package, wellness programs, and other employee perks.
• Compensation: This position offers a base salary range of $80,000 - $100,000 depending on location, skills, and experience. You're eligible for our full benefits package starting day one.