Executive & Office Administrator

Xealth • Seattle, WA

20h • $80,000 - $100,000 • Hybrid

About The Position

This role offers a unique opportunity to be the operational backbone of Xealth — supporting our executives, keeping our office running, and playing a key part in our people and culture initiatives. This role requires work from office 2 days a week in downtown Seattle. As a core partner to our leadership and G&A team, you will be the organizational glue that keeps Xealth’s day-to-day running smoothly. You bring the maturity to know when things need to be perfect and the flexibility to tackle anything — from executive scheduling to snack orders — without hesitation.

Requirements

• 3+ years of executive or office administrative experience in a fast-paced environment, with demonstrated ability to support senior leaders, including scheduling and travel coordination.
• Exceptional time management, prioritization, and multi-tasking skills. You can hold many balls in the air simultaneously and know which ones can’t drop.
• Comfort handling sensitive information (Board, executive, financial) and strong judgment about when to seek guidance and when to handle things independently.
• Clear, professional written and verbal communication. Comfortable engaging with executives, guests, vendors, and candidates with equal polish.
• Proficient in Microsoft Office Suite, Google Workspace, and tools such as Expensify. Familiarity with HR coordination, interview scheduling tools, or QuickBooks is a plus.
• Genuinely enjoys wearing many hats and does not consider any task beneath them. This role touches everything — you should find that exciting, not daunting.

Nice To Haves

• Experience supporting a C-suite or Board of Directors in a startup or growth-stage company.
• Prior experience with interview coordination, recruiting operations, or HR event support.
• Familiarity with building management, facilities coordination, or office operations.
• Associate’s or Bachelor’s degree in Business Administration, Communications, Human Resources, or a related field.

Responsibilities

• Provide scheduling support to the CEO, COO, and select Board of Directors members, managing competing priorities, coordinating meeting logistics, and ensuring executives are prepared and on time.
• Own the day-to-day needs of our Seattle office — including snack and supply ordering, Amazon purchasing, and maintaining a well-stocked, welcoming environment for the team.
• Serve as the primary point of contact for building management. Handle mail pickup, check deposits, and appropriate mail distribution across the organization.
• Be the in-office point of contact during company events and visitor days, managing conference room setup, guest reception, and event logistics to ensure a seamless experience.
• Partner with the recruiting team to coordinate candidate interviews, manage scheduling across interviewers, and ensure a smooth, professional experience for every candidate.
• Assist the HR Director with coordination of company-wide events such as all-hands staff meetings, offsites, and culture initiatives. Support New Hire Orientation and coordination with IT and laptop procurement.
• Manage travel arrangements for executives and candidates as needed and assist with expense reporting and tracking in compliance with company policies.
• Take on a broad range of tasks as directed by the CFO and G&A leadership — no task is too big or too small. This role thrives on variety and a genuine desire to support the team.

Benefits

• Paid parental leave.
• Comprehensive medical, dental, and vision policies. Xealth covers 100% of employee premiums.
• Employee Assistance Programs.
• Home office stipend.
• Generous learning & development opportunities for you to grow your skills and career.
• 401k Match: Xealth offers a dollar-for-dollar match up to 3%.
• Flexible time off & 10 standardized holidays.
• $500 yearly fitness stipend to spend on staying active.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: Associate degree