Executive Virtual Assistant (Healthcare Tech)

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
• Communication is proactive, clear, and consistent
• Reduced operational friction for leadership

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