Executive Assistant to CEO (Temporary)

Notable•San Mateo, CA

37d•Hybrid

About The Position

Notable is the leading healthcare AI platform for transforming workforce productivity. Health systems, hospitals, and payers use Notable to improve healthcare quality, close gaps in patient care, drive member enrollment, and patient acquisition, retention, and reimbursement, scaling growth without hiring more staff. We are on a mission to improve the lives of patients, staff, and clinicians - to improve healthcare for humanity. This isn't just a lofty goal - it's something we're achieving every single day. When you join Notable, you become part of a force actively transforming healthcare. Our aim to impact 100 million patients isn't just a number; it's a commitment to creating meaningful change on a massive scale. Therefore, our culture is purposeful in pursuit of this mission. We believe our culture gives each person the opportunity to do the best work of their lives, work with the best teammates, and have fun achieving great things together. Notable is the leading intelligent automation company for healthcare. Customers use Notable to drive patient acquisition, retention, and reimbursement, scaling growth without hiring more staff. We don't just make software. We are on a mission to fix the broken U.S. healthcare system by helping to eliminate the massive administrative burden that is placed on our nation's healthcare staff. We hire people from diverse backgrounds and are always looking for employees who bring fresh ideas to our space. Passion is paramount, and at Notable, you will get to work with other talented people who aim to set a new standard for innovation in healthcare. Role Summary: We are seeking a dynamic Interim Executive Assistant to provide comprehensive support to our CEO during a temporary maternity leave coverage period. The ideal candidate excels in a fast-paced environment, demonstrates exceptional organizational abilities, and possesses strong business acumen. This role requires someone who can anticipate needs, manage complex calendars, and serve as a trusted partner to our CEO while maintaining the highest level of professionalism and confidentiality.

Requirements

3+ years of experience as an Executive Assistant (5+ years preferred), including experience supporting CEO and C-suite executives
Exceptional organizational skills with demonstrated ability to manage competing priorities
Advanced proficiency in Google Workspace
Outstanding written and verbal communication skills
Problem-solving mindset with strong attention to detail
Ability to maintain strict confidentiality and exercise discretion

Nice To Haves

Excellent judgment and decision-making capabilities
Strong interpersonal skills and professional demeanor
Proactive approach to anticipating needs and resolving issues
Flexibility to adapt to changing priorities and deadlines
Ability to work independently and as part of a team
Occasional early morning or evening availability required
In-office and event support required
Occasional travel may be required
Comfort working in a fast-paced environment managing multiple concurrent projects

Responsibilities

Provide dedicated administrative support to the CEO, managing daily operations and priorities
Coordinate complex calendar management, including scheduling meetings, resolving conflicts, and ensuring the CEO is properly prepared for each engagement
Handle sensitive information and communications with discretion and professionalism
Arrange domestic and international travel, including comprehensive itineraries, accommodations, and necessary documentation
Draft and edit correspondence, presentations, and other business documents
Facilitate effective communication between the CEO and internal/external stakeholders
Support office operations and maintenance, ensuring a professional work environment
Coordinate office supplies, vendors, and service providers
Support onboarding processes for new executive team members
Lead and coordinate special projects as assigned by the CEO
Track project milestones and ensure timely completion of deliverables
Prepare and distribute meeting minutes and follow up on action items
Assist in the preparation of board meetings and executive presentations
Manage expense reports and budget tracking for executive leadership