Executive Assistant & Business Operations Coordinator
2 days ago
Vancouver
Job DescriptionDescription: Position Summary SphereMD is seeking a highly organized, proactive, and resourceful Executive Assistant to serve as a strategic partner to the Chief Operating Officer. This is not a traditional administrative support role. The Executive Assistant serves as a central coordinator across operations, technology, project management, board administration, office management, and executive support functions. The ideal candidate thrives in a fast-paced environment, exercises sound judgment, anticipates needs before they arise, and is comfortable managing multiple priorities while interacting with leaders across the organization. This position plays a critical role in ensuring organizational efficiency, accountability, and operational continuity. Key Responsibilities Executive Support & COO Partnership • Manage the COO's calendar, appointments, meetings, and scheduling priorities, • Serve as gatekeeper for the COO's time and attention, • Manage executive communications and correspondence, • Conduct research and prepare materials for strategic initiatives, • Support the COO during business travel and other company initiatives, • Maintain confidentiality regarding sensitive business and personnel matters, • Anticipate needs and proactively resolve issues before they become problems Project Management & Leadership Support • Monitor deliverables and deadlines for managers and direct reports to the COO, • Maintain accountability systems and follow up on outstanding action items, • Provide project coordination and administrative support for strategic initiatives, • Assist managers with troubleshooting, process improvement, and organizational needs, • Audit deliverable trackers and status updates, • Coordinate cross-functional projects and ensure timely completion of assigned work Board, Shareholder & Corporate Governance Support • Coordinate quarterly board meetings and shareholder meetings, • Manage board communications and meeting logistics, • Prepare meeting agendas, board packets, and supporting documentation, • Coordinate signatures and execution of corporate actions and resolutions, • Organize and maintain board records and governance documentation, • Partner with Accounting on preparation and distribution of financial materials Meeting Management • Schedule and coordinate management meetings and departmental check-ins, • Prepare agendas and supporting materials, • Record meeting minutes and track action items, • Coordinate follow-up activities and ensure completion of assigned tasks Office Administration & Business Operations • Coordinate certain office vendors and service providers, • Maintain storage unit agreements and related records, • Assist with office organization and operational improvements, • Support company-wide administrative needs and special projects, • Provide support to visitors, vendors, and external partners Corporate Compliance & Entity Management • Coordinate annual corporate filings and compliance requirements, • Manage business registrations and renewals, • Support company insurance renewals, • Assist with contract, lease, and agreement administration, • Coordinate trademark renewals and regulatory registrations, • Maintain corporate records and compliance documentation Information Technology Administration Serve as the primary internal administrator for a variety of business systems including: • Microsoft 365 Administration, • User account management, • Licensing administration, • Distribution groups and shared mailboxes, • SharePoint administration, • Microsoft Forms administration, • Troubleshooting and user support, • Phone System Administration, • User setup and configuration, • Device management and provisioning, • Business Systems Administration, • QuickBase, • Caspio, • Sedna, • Synology, • Westfax, • Paylocity backup administration, • User onboarding and offboarding support, • Desktop and workstation setup, • Software installation and maintenance, • File management and system organization Travel & Event Coordination • Coordinate company travel arrangements including airfare, lodging, transportation, and itineraries, • Support planning and execution of marketing and business travel, • Maintain executive travel records and itineraries, • Coordinate company meetings, events, and special functions, • Assist with corporate event planning and logistics Financial & Administrative Support • Manage payroll approval workflows for designated departments, • Review and approve PTO requests as delegated, • Assist with executive expense reconciliation and documentation, • Coordinate administrative support with Accounting and Finance Human Resources Support • Provide backup support for recruiting platforms and hiring processes, • Assist with candidate coordination and interview scheduling, • Support onboarding and administrative HR processes, • Serve as a backup resource for payroll-related administrative tasks, • Partner with HR on office administration and employee support initiatives Requirements: Required Qualifications • 5+ years of experience supporting senior executives, business leaders, or owners, • Strong project management and organizational skills, • Demonstrated experience managing multiple priorities simultaneously, • Excellent written and verbal communication skills, • Advanced Microsoft Office and Microsoft 365 proficiency, • Experience administering business software platforms and technology systems, • Strong attention to detail and follow-through, • Ability to handle confidential information with discretion, • Exceptional problem-solving and critical-thinking skills Preferred Qualifications • Experience with SharePoint administration, • Experience with Quickbase, Caspio, Salesforce, Sedna, or similar business platforms, • Experience supporting board meetings or corporate governance activities, • Experience with office management and vendor administration, • Experience in healthcare, professional services, maritime, or operationally complex environments Success Factors The successful candidate will: • Take ownership without requiring constant direction, • Anticipate needs before they become urgent, • Maintain exceptional organization and follow-through, • Build strong relationships across departments, • Balance competing priorities effectively, • Demonstrate professionalism, discretion, and sound judgment, • Act as a trusted partner to leadership while supporting the broader organization What’s in it for you? • A stable, growing company that wants to invest in you for the long haul!, • Professional office space with free gym and free parking., • Flexible scheduling to help you balance your work and personal life., • Excellent benefits to keep you healthy with a choice of three medical plans, alternative care, and dental insurance., • Generous Paid Time Off and Paid Holidays – work your way up to 5 weeks of PTO a year!, • 401k Retirement Plan with Employer Matching to help you achieve your retirement goals., • An open, honest, and inclusive environment where you can be a part of the solution., • Perks such as a casual dress code, free snacks, and fun! Key Information This position will work out of our Vancouver, WA office. This is a fulltime role, working 40 hours per week, Monday – Friday with flexible hours and a salary range of $75,000-$85,000 per year, depending on experience. This position RARELY calls for working outside of scheduled working hours. This is not a remote position.