3+ years of experience as an Executive Assistant or Virtual Assistant
Proven experience supporting senior leadership or founders
Strong calendar and travel coordination skills; ability to manage multiple priorities with consistency and follow-through; high reliability and attention to detail
Excellent written and verbal English communication
Requirements:
Manage complex calendars for multiple co-founders, schedule meetings, resolve conflicts, and build in focus time
Coordinate domestic and international travel (flights, hotels, itineraries) and handle last-minute changes
Draft and manage emails on behalf of executives; maintain inbox organization and prioritization
Schedule internal and external meetings, coordinate interview scheduling with candidates and internal stakeholders, follow up and confirm; support hiring coordination
Job description
Company Overview
We are a growing healthcare technology company with a distributed team of ~32 employees and three co-founders. We are seeking a highly reliable, detail-oriented Executive Virtual Assistant to support senior leadership with daily operations and scheduling. This role will primarily support two co-founders, with occasional assistance to a third co-founder and select team members. Consistency, trust, and responsiveness are critical to success in this role.
Role Overview
The Executive Virtual Assistant will serve as a trusted partner to leadership, owning calendar management, travel coordination, inbox organization, and interview scheduling. This role is ideal for someone experienced in supporting executives in fast-paced environments who values structure, follow-through, and proactive communication.
Core Responsibilities
Executive & Administrative Support
Manage complex calendars for multiple co-founders
Schedule meetings ○ Resolve conflicts
Build in focus time
Coordinate domestic and international travel Flights, hotels, itineraries
Last-minute changes and adjustments
Draft and manage emails on behalf of executives
Maintain inbox organization and prioritization
Scheduling & Coordination
Schedule internal and external meetings
Coordinate interview scheduling with candidates and internal stakeholders
Ensure timely follow-ups and confirmations
Support hiring coordination to ensure a smooth candidate experience
Cross-Team & Ad Hoc Support
Occasionally assist other team members (e.g., sales leadership) with travel or scheduling
Create and maintain documents, Google Sheets, and trackers as needed
Support light administrative tasks across the organization (≤10% of workload)
Personal & Executive Logistics
Assist with limited personal logistics for the CEO (as needed)
Act as a dependable point of support to reduce executive workload
Must-Have Qualifications
3+ years of experience as an Executive Assistant or Virtual Assistant
Proven experience supporting senior leadership or founders
Strong calendar and travel coordination skills
Excellent written and verbal English communication
High reliability, responsiveness, and attention to detail
Ability to manage multiple priorities with consistency and follow-through
Required Tools & Systems
Google Workspace (Gmail, Google Calendar, Google Docs, Sheets)
Slack
Zoom
Nice-to-Have (Not Required)
Experience coordinating interviews or supporting hiring processes
Familiarity with Applicant Tracking Systems (ATS)
Experience working in tech or healthcare environments
What Success Looks Like
Executives trust that tasks will be completed accurately and on time
Calendars are organized, realistic, and well-managed
Travel and scheduling run smoothly with minimal executive involvement
