Executive Assistant / Office Manager

Arcadia • Boston, MA

7h • $90,000 - $110,000 • Hybrid

About The Position

We’re a team of fiercely driven individuals committed to making healthcare more sustainable—and we’re looking for passionate people to help us get there. For more information, visit arcadia.io . Why This Role Is Important to Arcadia This role serves as a senior operational leader providing dedicated support to select C-level executives, overseeing Arcadia’s physical office environment, and supporting our Return to Office (RTO) initiative. The role provides high-level administrative, operational, and coordination support that enables leadership to focus on Arcadia’s most important priorities. Acting as a trusted partner, this role manages complex calendars, prepares executives for meetings, coordinates communications, and helps drive follow-through on key initiatives across the organization. In addition to executive partnership, this role owns the day-to-day operations of Arcadia’s Boston office, ensuring that in-person work, collaboration, and leadership presence are executed smoothly, consistently, and in alignment with company expectations. This strategic role requires strong judgment, autonomy, decision-making, and acts as a critical connector between executives, People Operations, IT, vendors, and employees. The ideal candidate thrives in a fast-moving, dynamic environment where hybrid staff flow in and out, seamlessly integrating executive support with onsite operations to create a polished, efficient, and welcoming experience for leadership, employees, and guests. What Success Looks Like In 3 months - Learn executive preferences and routines; begin proactively managing select executive logistics with minimal direction - Learn company processes, organizational structure, and communication norms - Build strong working relationships with People Ops, IT, building management, office vendors - Take ownership of daily office operations and onsite experience - Understand Arcadia’s hybrid / RTO expectations and operating norms In 6 months - Anticipate executive needs and operational risks before they surface - Own logistics for executive travel, offsites, and visiting guests - Independently manage office operations, vendors, and onsite logistics; negotiate and manage vendor relationships to ensure the best support for the office - Act as the operational point person for RTO execution and office readiness - Create a consistent, well-run experience for employees and visitors using the office In 12 months - Serve as a trusted strategic partner to executives: anticipating needs, managing communication flows - Support long-term planning for onsite collaboration, offsites, and key meetings - Serve as a trusted operational partner to leadership on workplace and onsite strategy - Own office budgets, vendor contracts, and renewal planning - Continuously improve office operations and RTO execution based on feedback and usage patterns

Requirements

• 7+ years experience in office operations, executive support, workplace operations, or business operations roles
• Demonstrated ability to operate independently with sound judgment
• Experience supporting senior executives in dynamic environments
• Strong project management and organizational skills
• Excellent communication skills and professional discretion
• Comfort balancing executive support with broader operational ownership

Nice To Haves

• Experience owning office operations or workplace programs, including facilities operations and general best practices
• Experience supporting hybrid or return-to-office environments
• Experience managing vendors, contracts, and office/operational budgets
• Prior exposure to People Ops or HR partnership

Responsibilities

• Provide high-level administrative and operational support to select C-Level executives
• Manage complex calendars, meetings, travel, and onsite logistics with anticipation and discretion
• Coordinate leadership offsites, board-related logistics, and key in-person events – specifically including scheduling, room bookings, agendas, IT needs, catering, and attendee communication
• Act as a trusted extension of executive leadership, handling sensitive matters professionally
• Own the daily operations, readiness, and functionality of Arcadia’s Boston office
• Ensure the office environment supports collaboration, productivity, and privacy requirements
• Manage office vendors, building relationships, supplies, and service providers
• Coordinate office access, equipment, seating, and onsite logistics in partnership with IT
• Identify and resolve operational issues independently, escalating when appropriate
• In partnership with a chair/executive sponsor, oversee the work of the Arcadia Together (RTO) Task Force; partner in the execution of related activities
• Coordinate logistics related to leadership presence, anchor days, visiting teams, and onsite meetings
• Track patterns and operational signals related to office usage and in-person collaboration
• Surface insights, risks, or improvement opportunities to leadership
• Serve as the primary point of contact for employees, visitors, and vendor partners
• Support onboarding logistics for Boston-based employees and visitors
• Triage employee questions and route appropriately to People Ops, IT, Finance, leadership, or other units, as appropriate

Benefits

• Be a part of a mission-driven company that is transforming the healthcare industry by changing the way patients receive care
• Work closely with a high-caliber leadership team driving meaningful healthcare transformation
• A flexible, remote-friendly company with personality and heart
• Employee-driven programs and initiatives for personal and professional development
• Become a member of the talented, energized, diverse and purpose-driven Arcadian Community

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: No Education Listed