Executive Assistant & Office Manager, New York

Sword Health•New York, NY

11h•Onsite

About The Position

At Sword, we’re building AI to heal billions and unlock humanity’s full potential. In doing so, we’re pioneering AI Care, a fundamentally new approach to healthcare built for medical reasoning, safety, and real-time treatment, not generic technology applied after the fact. As both a clinical-centric frontier AI lab and an applied AI platform, Sword is reimagining how care is delivered at scale, removing traditional barriers like appointments, waiting rooms, and stigma so more people can access the care they need—and ultimately get back to lives lived in full. Since 2020, Sword has expanded across physical therapy, women’s health, cardiometabolic, and mental health, and is now moving beyond the session to a fully AI-native, 24/7 care program that brings physical activity, therapeutic exercise, psychotherapy, nutrition, and behavior change into one connected experience. More than 700,000 members across three continents have completed over 10 million AI sessions, helping 1,000+ enterprise clients avoid more than $1 billion in unnecessary healthcare costs. Backed by 42 clinical studies, 44+ patents, and more than $500 million raised from leading investors including Khosla Ventures, General Catalyst, and Founders Fund, Sword is defining a new standard for healthcare. Role The Executive Assistant & Office Manager will manage the calendars, travel, and communications for 3-4 leadership team members, as well as oversee the smooth operation of the New York office environment. This role requires a proactive, organized individual capable of anticipating needs, managing multiple priorities, and handling both executive and office management duties with discretion and professionalism. AI Proficiency at Sword Health AI fluency is a core expectation at Sword Health. Every candidate is assessed against our three-level framework — be ready to share real examples of how AI is already part of how you work. Explorer (Level 1) — Uses AI daily to boost personal productivity Builder (Level 2) — Creates workflows and tools that elevate the whole team Integrator (Level 3) — Embeds AI into products and processes at scale Every hire must demonstrate at least Level 1. The expected level will vary depending on the seniority of the role.

Requirements

Availability to work at the New York office 5 days a week (9 am to 6 pm typically)
3+ years of experience as an Executive Assistant and/or Office Manage
Strong verbal and written communication skills in both Portuguese and English
Proficiency with office management and meeting scheduling software, including Google Calendar, Gmail, and Google Meets.

Nice To Haves

Consulting background (law firm, banks) or start-up background
Experience with Zip, Concur, Notion, Slack, and Navan.

Responsibilities

Manage comprehensive office services encompassing reception (as needed), shipping and mail, kitchen upkeep and supplies, office provisions, building maintenance, and other general office duties
Oversee office maintenance and liaise with property management, safety/ security, janitorial staff, internet and audio/visual services, and various vendors to ensure a well-stocked, clean, and functional workspace
Act as the primary contact for maintenance, mail, shipping, supplies, equipment, bills, and errands
Greet clients and internal/external visitors, promptly addressing or directing inquiries
Assist in organizing, scheduling, and executing onsite events
Handle incoming and outgoing phone calls, both internal and external.
Coordinate and manage the calendars of leadership team members, including scheduling meetings, appointments, and conference calls, ensuring alignment with priorities and objectives.
Proactively anticipate scheduling conflicts and make necessary adjustments to optimize leadership team members' time and availability
Arrange travel accommodations and itineraries for leadership team members, including flights, accommodations, ground transportation, and any necessary logistics, considering preferences and efficiency
Request to stakeholders meeting agendas, briefing materials, and necessary documentation for leadership team members' engagements, ensuring they are well-prepared and equipped for each interaction
Serve as a liaison between the leadership team members and internal/external stakeholders, managing communication and correspondence efficiently and professionally
Assist with expense reporting, reimbursement requests, and other financial support tasks, ensuring accuracy and compliance with company policies and procedures
Ensure strict confidentiality at all times.