Executive Assistant to the Chief of Staff
About The Position
The Executive Assistant to the Chief of Staff will serve as a critical right hand in supporting the Chief of Staff, and broader executive team at Ivim Health in a high-growth environment. This is a high-trust, high-visibility role responsible for optimizingworkflows, strengthening communication across the organization, and ensuring seamless execution of day-to-day operations within the executive office. This role requires exceptional judgment, professionalism, and the willingness to support urgent needs outside of traditional business hours on occasion. The ideal candidate thrives in a fast-paced, rapidly scaling environment with high-output executive rhythm, and operates with an anticipatory, ‘always one step ahead’ mindset. This candidate is equally comfortable handling confidential materials, managing complex schedules, supporting strategic initiatives, coordinating travel, and jumping into special projects that directly impact company performance. The Executive Assistant will play a pivotal role in creating structure, driving clarity, and enabling the Chief of Staff to operate at maximum effectiveness. This is an incredible opportunity for someone who is solutions-oriented, highly organized, and excited to support mission-driven leadership at a company transforming the future of wellness.
Requirements
- 4+ years of experience in executive assistant, chief of staff support, or administrative operations roles
- Experience supporting VP-level or C-suite executives strongly preferred
- Proven experience in a fast-paced, high-growth, or startup environment
- Demonstrated ability to manageconfidential information and high-judgment decision-making
- Strongproficiencyin Google Workspace, Microsoft Office, project management tools, and scheduling systems
- Ability to quickly learn internal systems such as ADP, Teams, internal dashboards, or new software
- Exceptional written and verbal communication skills
- Ability to build clear, structured documents and executive-prepared materials
- Demonstrated ability to support executives during high-intensity seasons with professionalism.
- Thrives in an environment that requires rapid prioritization, adaptability, and responsiveness.
- Operates with an anticipatory mindset, oftenidentifyingneeds or issues before they arise.
- Highly organized with exceptional time management
- Strong interpersonal skills and emotional intelligence
- Proactive problem-solver with a bias toward action
- Comfortable managing ambiguity and making informed decisions in real time
- Trustworthy, discreet, and dependable
- Calm under pressure,solution-orientedand mission-driven
- Flexibleavailability to support urgent needs whenrequired
- Team-oriented with a strong service mindset
- Anticipatory thinker who sees around corners
Responsibilities
- Manage complex, fast-changing calendars for the Chief of Staff and executive team
- Coordinate internal and external meetings, ensuring clear agendas, prep materials, and follow-up actions
- Review, organize, and process confidential physical and digital mail
- Maintain strict confidentiality and handle sensitive information with discretion and integrity
- Anticipate needs and proactively resolve scheduling conflicts, bottlenecks, or operational risks
- Exercise exceptional judgment when triaging priorities, managing decision flow, and escalating urgent matters.
- Maintain an ‘executive-level lens’ when supporting communication, time allocation, and project alignment.
- Support day-to-day operations of the executive office, helping streamline communication, documentation, and task flow
- Build repeatable processes for organization, calendar management, executive communication, and meeting cadence
- Assistwith project tracking, ensuring deadlines are clear, communicated, and met
- Prepare executive briefing documents, summaries, and internal communications as needed
- Coordinate complex domestic travel, including flights, lodging, transportation, itineraries, and expense reconciliation
- Support planning for executive offsites, leadership meetings, and cross-functional events
- Serve as the point person forlogistics, ensuring smooth execution and prepared materials
- Work closely with HR, Marketing, Operations, Clinical, and Product to support cross-functional initiatives
- Assistwith onboarding preparation for executive-level hires or VIP visitors
- Support the Chief of Staff with research, administrative tasks, scheduling, and special projects
- Help uphold and communicate company culture, values, and operational standards
- Participate in planning and execution of executive initiatives and organizational priorities
- Conduct research, prepare reports, andassistin project coordination
- Serve as an operational and strategic extension of the Chief of Staff byanticipatingneeds,identifyingrisks, and ensuring follow-through on essential initiatives.
- Assistwith presentations, planning, and sensitive projects at the discretion of the Chief of Staff
Benefits
- Competitive compensation aligned with experience and market
- Comprehensive benefitspackage:health, dental, and vision
- 401(k) with employer match
- Generous PTO, paid holidays, and floating holidays
- Flexible hybrid schedule (Columbus-based)
- Opportunities for professional growth and development
- A fast-paced, mission-driven environment where your work makes a meaningful impact
- Direct support and partnership with executive leadership
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What This Job Offers
Job Type
Full-time
Career Level
Mid Level
Education Level
No Education Listed
Number of Employees
101-250 employees
