Senior Executive Assistant

About the Role:

We’re a fast-growing health-tech company with more than 1,300 employees, and we’re scaling quickly. As the VP of Operations’ right hand, you’ll keep a high-velocity executive calendar, travel schedule, and set of competing priorities running smoothly. You’ll also serve as our Site Administrator, coordinating the logistics and experience for senior executives and clients who visit our office.

This role suits someone who anticipates needs before they’re voiced, exercises sound judgment with confidential information, and stays calm when priorities shift by the hour.

This role is based at our Robinson Township, PA office and would require being onsite 5 days per week. Some travel might be required.

Key Responsibilities:

Executive Support-

Calendar and priority management

• Manage a complex, high-volume calendar across internal teams, other executives, and external stakeholders
• Proactively resolve conflicts, protect time for strategic work, and recommend trade-offs when priorities compete
• Prepare the VP for meetings with agendas, briefing materials, and follow-up items
• Track action items, commitments, and deadlines, and follow up to keep work moving

Travel

• Plan and book domestic and international travel, including flights, lodging, ground transportation, and detailed itineraries
• Adapt quickly to changes, delays, and last-minute requests
• Maintain traveler preferences and ensure compliance with company travel policy

Expenses and budget administration

• Prepare and submit expense reports accurately and on time, and reconcile corporate card activity
• Support departmental administrative tasks such as invoice routing, purchase requests, and vendor coordination
• Flag policy exceptions and keep clean records for audit purposes

Events and meetings

• Plan and run leadership offsites, town halls, team meetings, executive reviews, and organization-wide events
• Coordinate agendas, venues, catering, materials, and attendee communications
• Manage the operating rhythm for the VP’s organization, including recurring leadership meetings and planning cycles

Special projects

• Support cross-functional initiatives and organizational communications for a growing operations team
• Assist with onboarding and logistics as the organization scales

Site Administration-

Executive and client visit coordination

• Serve as the primary point of contact for all senior executive, board member, and client visits
• Work with Facilities team to coordinate visit schedules, conference rooms, catering, building access, and visitor registration
• Work with Facilities, Security, IT, and HR to make sure every visit goes smoothly
• Plan the visitor experience, including the welcome, wayfinding, hospitality, and any customized touches for key clients
• Maintain a master calendar of upcoming visits and prepare internal stakeholders in advance

Office operations

• Partner with Facilities to manage conference room and shared space scheduling, resolving conflicts and optimizing use
• Partner with Facilities on workspace needs, equipment, supplies, and office readiness
• Serve as a go-to resource for on-site questions, escalations, and day-to-day administrative needs
• Contribute to a professional, welcoming office culture

Qualifications:

• Bachelor's degree preferred, but not required.
• 6+ years of administrative or executive support experience; experience in a fast-paced, high-pressure tech or startup environment is a plus.
• Demonstrated ability to work independently, and within ambiguity. 
• Proficiency with Google Suite (Calendar, Docs, Sheets, Gmail).
• Strong written and verbal communication skills required.
• Strong attention to detail and ability to manage multiple tasks simultaneously.
• Ability to navigate cross-functional relationships at all levels of the organization with internal and external partners alike.

What Success Looks Like:

• The VP spends time on the highest-value work, with minimal scheduling friction
• Travel, expenses, and events run smoothly and accurately, without the VP needing to step in
• Every executive and client visit feels seamless and reflects well on the company
• Leaders and teams across the organization see you as a trusted, reliable partner