Executive Assistant

Location: Please note that this role will begin as a remote position and transition to a hybrid role in January 2025, working 3 days/ week from our San Francisco office (San Francisco proper in Potrero Hill). 

Role Scope: 

We are looking for our first Executive Assistant to support the Chief Executive Officer and additional select members of the executive team. This role requires someone who excels at managing daily administrative tasks, scheduling, communication, and logistics to ensure the executives’ time is maximized. This role will also manage our corporate office in San Francisco. 

Core Responsibilities & Expectations: 

• Manage the calendar for the CEO , including scheduling meetings and conference calls with internal teams, investors, and external partners. 

• Support 1-2 other select executive team members at a limited scope. 

• Answer and respond to phone calls, and communicate messages and information to the appropriate executives.  

• Coordinate travel arrangements for the CEO and other select executive team members.  

• Juggle multiple projects, deadlines, and departments and ensure seamless collaboration across teams, keeping everything running smoothly and efficiently. 

• Organize and prepare for meetings including agenda planning, gathering documents, attending to logistics, and sharing key messages. 

• Identify bottlenecks and implement improvements in daily executive operations. 

• Prioritize emails and respond when necessary. 

• Maintain various records and documents for the CEO and the company. 

• Prepare agendas, take notes, and track action items from key meetings. 

• Ensure timely and accurate preparation of materials, presentations, and reports. 

• Plan and facilitate company events including board meetings, strategic planning meetings, company retreats, and clinic site visits. 

• Manage our corporate office space located in San Francisco, including partnerships with the landlord and vendors, stocking supplies, and ensure the space is meeting the needs of our team. 

• Ability to travel 10% of the time. 

Experience that drives success in this role: 

• Prior experience supporting a C-Suite executive at a high-growth startup. 

• Must be able to work onsite at our San Francisco, CA office on a hybrid basis.

• You are comfortable with ambiguity and change often experienced in a startup environment. 

• You have excellent written and verbal communication skills as evidenced by previous experience managing communications on behalf of the CEO, or other C-Suite leaders. 

• You are naturally curious and enjoy living “in the weeds.” You understand even the smallest of details matter. 

• You enjoy multi-tasking and take an action-oriented approach to the prioritization of your work. 

• You have a high degree of emotional intelligence and this is evidenced in how you navigate challenging situations by reading the room and appreciating others’ perspectives.  

• You are committed to maintaining confidentiality and the integrity of our security protocols. 

• Hands on experience with frequently used computer software and programs, such as the Microsoft Office Suite of products. 

Nice to have experience: 

• Experience in early-stage healthcare startups supporting C Suite leaders. 

• Exposure to venture capital. 

• Experience preparing reports, summarizing complex data and offering sound recommendations. 

Compensation:  

We take into account an individual’s qualifications, skillset, and experience in determining final salary. This role is eligible for medical/dental/vision insurance, short and long-term disability, life insurance, flexible spending accounts, 401(k) savings, paid time off, and company-paid holidays. The expected salary range for this position is $100,000 to $120,000. The actual offer will be at the company’s sole discretion and determined by relevant business considerations, including the final candidate’s qualifications, years of experience, skillset, and geographic location. 

Our Commitment to Diversity, Equity, and Inclusion: 

Habitat Health is an Equal Opportunity employer and is committed to creating a diverse and inclusive workplace. Habitat Health applicants are considered solely based on their qualifications, without regard to race, color, religion, creed, sex, gender (including pregnancy, childbirth, breastfeeding or related medical conditions), gender identity, gender expression, sexual orientation, marital status, military or veteran status, age, national origin, ancestry, citizenship, physical or mental disability, medical condition, genetic information or characteristics (or those of a family member), or other status protected by applicable law. 

Habitat Health is committed to the full inclusion of all qualified individuals. In keeping with our commitment, Habitat Health will take steps to provide people with disabilities and sincerely held religious beliefs with reasonable accommodations in accordance with applicable law.  Accordingly, if you require a reasonable accommodation to fully participate in the job application or interview process, to perform the essential functions of the position, and/or to receive all other benefits and privileges of employment, please contact us at careers@habitathealth.com. 

E-Verify Participation Notice

This employer participates in E-Verify and will provide the federal government with your Form I-9 information to confirm that you are authorized to work in the U.S.  If E-Verify cannot confirm that you are authorized to work, this employer is required to give you written instructions and an opportunity to contact Department of Homeland Security (DHS) or Social Security Administration (SSA) so you can begin to resolve the issue before the employer can
take any action against you, including terminating your employment.  Employers can only use E-Verify once you have accepted a job offer and completed the Form I-9.

Beware of Scams and Fraud 

Please ensure your application is being submitted through a Habitat Health sponsored site only. Our emails will come from @habitathealth.com email addresses. If you feel that you have been the victim of a scam such as this, please report the incident to the Federal Trade Commission by selecting the ‘Rip-offs and Imposter Scams’ option: https://reportfraud.ftc.gov/#/.