Executive & Office Administrator

Benefits

Additional Information

Our Mission & Culture At Xealth, we're revolutionizing healthcare by leveraging data and automation to empower care providers (building on EHRs such as Epic and Cerner) to seamlessly prescribe, deliver, and monitor digital health for patients. We are a detail-oriented team, committed to maintaining the highest standards while moving with agility and impact. We are a highly skilled, collaborative, and passionate group, applying our expertise to improve health outcomes for millions. We believe in shared ownership and are looking for a team player who is a self-starter and self-driven to make a meaningful impact across every layer of the organization. This role offers a unique opportunity to be the operational backbone of Xealth - supporting our executives, keeping our office running, and playing a key part in our people and culture initiatives. This role requires work from office 2 days a week in downtown Seattle. What You'll Own and Deliver (Responsibilities) As a core partner to our leadership and G&A team, you will be the organizational glue that keeps Xealth's day-to-day running smoothly. You bring the maturity to know when things need to be perfect and the flexibility to tackle anything - from executive scheduling to snack orders - without hesitation. Executive Calendar & Scheduling Support: Provide scheduling support to the CEO, COO, and select Board of Directors members, managing competing priorities, coordinating meeting logistics, and ensuring executives are prepared and on time. Office Operations Management: Own the day-to-day needs of our Seattle office - including snack and supply ordering, Amazon purchasing, and maintaining a well-stocked, welcoming environment for the team. Facilities & Building Management: Serve as the primary point of contact for building management. Handle mail pickup, check deposits, and appropriate mail distribution across the organization. Event & Guest Experience: Be the in-office point of contact during company events and visitor days, managing conference room setup, guest reception, and event logistics to ensure a seamless experience. Recruiting Support: Partner with the recruiting team to coordinate candidate interviews, manage scheduling across interviewers, and ensure a smooth, professional experience for every candidate. HR & IT Support: Assist the HR Director with coordination of company-wide events such as all-hands staff meetings, offsites, and culture initiatives. Support New Hire Orientation and coordination with IT and laptop procurement. Travel & Expense Coordination: Manage travel arrangements for executives and candidates as needed and assist with expense reporting and tracking in compliance with company policies. Ad Hoc & Cross-Functional Assistance: Take on a broad range of tasks as directed by the CFO and G&A leadership - no task is too big or too small. This role thrives on variety and a genuine desire to support the team. The Expertise You'll Bring (Requirements) We're looking for someone with genuine professional maturity, strong organizational instincts, and a team-first attitude - someone who takes pride in every task they touch, whether it's prepping board materials or keeping the coffee stocked. Core Competencies Administrative Experience: 3+ years of executive or office administrative experience in a fast-paced environment, with demonstrated ability to support senior leaders, including scheduling and travel coordination. Organizational Excellence: Exceptional time management, prioritization, and multi-tasking skills. You can hold many balls in the air simultaneously and know which ones can't drop. Professional Maturity & Discretion: Comfort handling sensitive information (Board, executive, financial) and strong judgment about when to seek guidance and when to handle things independently. Communication Skills: Clear, professional written and verbal communication. Comfortable engaging with executives, guests, vendors, and candidates with equal polish. Tech Proficiency: Proficient in Microsoft Office Suite, Google Workspace, and tools such as Expensify. Familiarity with HR coordination, interview scheduling tools, or QuickBooks is a plus. Flexibility & Grit: Genuinely enjoys wearing many hats and does not consider any task beneath them. This role touches everything - you should find that exciting, not daunting. Highly Valued Experience (Nice to Have) Experience supporting a C-suite or Board of Directors in a startup or growth-stage company. Prior experience with interview coordination, recruiting operations, or HR event support. Familiarity with building management, facilities coordination, or office operations. Associate's or Bachelor's degree in Business Administration, Communications, Human Resources, or a related field. Why Join Xealth? Meaningful Work: You'll be a force multiplier for a team working to improve health outcomes for millions of patients. Variety & Ownership: No two days look alike. You'll have real ow

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