Executive Assistant / Office Manager
About The Position
Arcadia is dedicated to happier, healthier days for all. We believe that there is a better healthcare world â one powered by data. Our platform transforms complex, diverse data into a unified foundation for health, helping organizations deliver better care, boost revenue, and lower costs. Weâre a team of fiercely driven individuals committed to making healthcare more sustainableâand weâre 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 strategic Executive Assistant to the Chief Executive Officer and Chief Financial Officer, while also overseeing key office operations that support Arcadiaâs hybrid work environment. This role ensures the smooth daily operation of our in-person workspace, supporting a primarily remote workforce with occasional onsite needs. This role also coordinates hybrid collaboration, visiting team members, leadership offsites, and client-focused onsite meetings. The ideal candidate thrives in a dynamic environment where hybrid staff flow in and out and ensures seamless integration between remote and onsite operations. This role enhances communication, manages key administrative functions, and helps cultivate a positive workplace experienceâenabling the organization to scale effectively and achieve its mission. What Success Looks Like In 3 months - Learn executive preferences and routines; Begin managing calendars, scheduling key meetings, and handling basic travel coordination - Learn company processes, organizational structure, and communication norms - Oversee daily operations of our physical workspace, ensuring it is secure, organized, welcoming, and aligned with privacy standards - Establish relationships with IT, People Ops, building management, and office vendors In 6 months - Fully manage executive calendars with anticipation of conflicts, deadlines, and shifting priorities - Own logistics for executive travel, offsites, and visiting guests - Build a consistent experience for remote employees visiting the office - Negotiate improved vendor contracts or adjust service levels where needed In 12 months - Serve as a trusted strategic partner to executives: anticipating needs, managing communication flows - Support long-term planning for onsite collaboration, leadership / employee experience initiatives - Forecast and manage annual office / vendor budgets and contract renewals
Requirements
- 5+ years of experience as an Executive Assistant, Office Manager, or similar administrative role
- Strong organizational and multitasking skills with the ability to prioritize tasks
- Excellent written and verbal communication skills
- Experience managing complex calendars, scheduling meetings, and coordinating travel
- Professional presence, discretion, and strong customer service orientation
- Ability to work on-site and manage office operations independently
Nice To Haves
- Experience supporting executive leadership (CEO/CFO)
- Experience coordinating vendor relationships, contracts, and office budgets
- Knowledge of facilities coordination or administrative operations best practices
Responsibilities
- Provide comprehensive administrative support to Executive Leadership, including the Chief Executive Officer and Chief Financial Officer. Support includes calendar and meeting management, task tracking, deadlines, and operational follow-through
- Coordinate all executive meeting logistics, including scheduling, room bookings, agendas, IT needs, catering, and attendee communication
- Serve as the primary point of contact for employees, visitors, and vendor partners
- Ensure the office is prepared for daily operations, maintaining a clean, organized, and secure workspace
- Monitor and replenish office, technology, and workstation supplies to support hybrid or onsite teams
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
Stand Out From the Crowd
Upload your resume and get instant feedback on how well it matches this job.
What This Job Offers
Job Type
Full-time
Career Level
Entry Level
Education Level
No Education Listed
