Work Arrangement: Fully remote
Job Type: Full-time
Work Schedule: Monday to Friday, 9:00 AM – 5:00 PM IST
Time Zone: Indian Standard Time (IST)
Holiday Orientation: U.S.-based holidays
About the Company
The company is a leading organization specializing in innovative fertility solutions. Dedicated to empowering individuals and families on their path to parenthood, it delivers tailored products and services that combine cutting-edge science with empathetic support. With a fast-paced and collaborative culture, the company values excellence, efficiency, and teamwork in achieving its mission to revolutionize fertility care.
Role Overview
We are seeking an experienced and highly organized Executive Assistant (EA) to provide strategic support to our CEO and leadership team. This role is vital for ensuring smooth day-to-day operations and effective time management. The ideal candidate will possess strong communication skills, discretion, and the ability to manage both professional and personal tasks with the utmost efficiency and confidentiality.
Key Responsibilities
Research and Record Keeping:
- Conduct research to find and present the best options for company needs.
- Maintain organized and up-to-date records for clients, patients, and other important documents.
Executive Support:
- Manage the CEO’s calendar, schedule meetings across multiple time zones, and resolve any scheduling conflicts.
- Monitor, prioritize, and respond to emails on behalf of the CEO.
- Draft, proofread, and send emails, reports, and presentations.
- Coordinate domestic and international travel, including booking flights, accommodations, and itineraries, while handling any last-minute changes.
Operational and Project Support:
- Organize and maintain patient records using Google Docs, ensuring accuracy and confidentiality.
- Oversee special projects and operational workflows for the leadership team.
- Assist with onboarding new team members, ensuring smooth setup and orientation.
Event Coordination:
- Organize meetings, team off-sites, and client engagements, managing logistics such as venues, catering, and materials.
Administrative Support:
- Book hotels, flights, and other travel arrangements for the CEO and team members.
- Manage and maintain schedules to ensure they align with the CEO’s priorities.
Personal Task Management:
- Support the CEO with personal tasks, such as scheduling appointments, running errands, and planning events.
- Handle sensitive personal information with discretion and professionalism.
Must-Have:
- 3-5 years of experience as an Executive Assistant, preferably in a fast-paced or healthcare-related environment.
- A background in fitness or biology is preferred
- Strong organizational and time-management skills with the ability to prioritize and multitask effectively.
- Proactive, resourceful, and able to anticipate needs and take initiative.
- Excellent written and verbal communication skills.
- Comfortable with technology, including Google Workspace, Slack, Zoom, and project management tools like Asana or Trello.
- Discreet and trustworthy, especially when handling sensitive information.
- Detail-oriented, responsive, and able to manage time-sensitive tasks.
- Willing to learn and adapt to new tools and processes.
Nice to have:
- Experience working with healthcare or fertility-related companies is a plus.
- Familiarity with automating workflows using tools like Zapier.
Tools and Communication Channels:
- Google Workspace: Docs, Sheets, Calendar
- Slack: Team communication
- Zoom: Video conferencing
- Trello/Asana: Project management
- Notion: Knowledge management
- Expensify: Expense tracking
- Zapier: Email automation
- Remote Work: Fully remote, flexible within IST.
- PTO and Holidays: Generous PTO allowance and U.S.-based holiday adherence.
- Growth Opportunities: Exposure to leadership-level projects and career development opportunities.
Recruitment Process
- Application Submission
- Screening
- Top-Grading Interview
- Skills Assessment
- Client Interview
- Job Offer
- Onboarding