Top Operations Executive jobs in Seattle, WA

Who we are:

Phenome Health is a non-profit organization created to pioneer the solutions to major problems facing the healthcare industry with a focus on conducting the research and developing the technologies to make personalized health a reality. The organization is composed of a small and growing team of high-level professionals from the fields of medicine, biotechnology, psychology, computer science, business, politics, and law. Phenome health has employees, contractors and partners across the United States with a concentrated team in Seattle, WA.

Overview of the dual role

We are looking for a forward-thinking Executive Assistant with sufficient experience aiding the CEO. The role requires an ability to manage schedules and provide administrative support to the CEO and the COO. A strong applicant will have proven success at analyzing, prioritizing, and completing tasks while exhibiting professionalism, attention to detail, sound judgment, and the ability to interface successfully with a broad spectrum of professionals. This is a Seattle-based, on-site position with some hybrid remote work possible.

Specific duties include:

• Organize and coordinate the calendar of the CEO, including integration with external organizations with whom the CEO has professional appointments.
• Maintain a complex calendar of meetings using multiple calendar software systems.
• Respond to internal and external requests in an efficient, detailed and professional manner.
• Schedule and organize virtual and in-person meetings of varying size.
• Arrange for domestic and international travel and process expense reports.
• Process bill payments and banking activities for Phenome Health, including reviewing and processing expenses of contractors and employees and interfacing with accounting consultants.
• Support human resource functions during the hiring and on-boarding process
• Develop office policies and procedures in collaboration with the COO.
• Provide administrative support for the CEO and COO.
• Manage highly confidential information in a professional manner.
• Submit applications/documents for business registrations and licenses (both federal and state).
• Other tasks as assigned.

Skills:

• Must be detail oriented.
• Proficient in (or can easily learn) Google Workspace (Drive, Gmail, Docs, Sheets), Microsoft 360 (Word, Excel, Teams), Apple Mail, Zoom (scheduling, recording), Slack, and Wrike.
• Confidence using commercial software platforms and tools without IT support.
• Exceptional organizational skills with a particular emphasis on follow-through and attention to detail.
• Ability to prioritize requests from numerous co-workers and outside invitations and know when to elevate questions or issues.
• Ability to work independently with a high degree of professionalism and discretion.
• Must have excellent verbal and written communication skills, compose professional emails to external organizations and edit written documents for grammar and style.
• Must work effectively in a fast-paced environment.

Qualifications:

• 5 years of high-level executive administrative experience.
• Bachelor’s Degree or equivalent business-related experience.
• Proven discretion, confidentiality, and maturity.

Benefits:

• Dental insurance
• Health insurance
• Seattle Area Public Transportation (ORCA card)
• Matching Fund Retirement Account
• Paid Time Off

Schedule:

• Monday to Friday
• In-Person/Remote Hybrid
• Occasional weekends

Job Type: Full-time

Pay: $75,000.00 - $110,000.00 per year

Benefits:

• 401(k)
• Dental insurance
• Health insurance
• Life insurance
• Paid time off
• Vision insurance

Schedule:

• Monday to Friday

Ability to Relocate:

• Seattle, WA 98121: Relocate before starting work (Required)

Work Location: In person