Executive Assistant – Operations

We are urgently seeking a highly organized, proactive, and resourceful Executive Assistant to provide direct support to our Executive team while overseeing key aspects of daily operational management. This top priority role is ideal for someone who thrives in a fast-paced environment, excels at multitasking, and can confidently manage both administrative tasks and high-level coordination. The Executive Assistant will serve as a key liaison between leadership, internal teams, and external stakeholders, ensuring seamless communication, prioritization, and execution of business needs.

What You’ll Do

• Serve as the Executive’s primary day-to-day support, reviewing the agenda and prioritizing urgent tasks each morning
• Track and escalate Slack and email inquiries directed to the Executive; print and organize communications by urgency
• Draft email responses on behalf of the Executive or prepare firm-wide email communications
• Schedule, prepare for, and attend meetings with leadership and staff; take detailed notes and follow up on action items
• Manage and organize company credit card charges; submit indexed PDFs to Accounting and log case-related charges in the CRM
• Prepare reports and spreadsheets as requested by the Executive, including summaries of CRM data
• Conduct onboarding for new hires, including office tours, CRM walkthroughs, and departmental training
• Set up 90-day employee reviews; prepare 30-day and 60-day assessments for Executive review
• Coordinate interviews and vet candidates for Medical Management, front desk, and demands departments
• Liaise with contracted virtual assistant agency; assist in candidate selection and onboarding
• Update and communicate staffing needs and vacancies to relevant departments
• Assist with minor technology issues and support office staff as needed
• Maintain the Lyft Concierge system and ensure staff understand platform procedures
• Provide training and refresher sessions on case management protocols and SOPs
• Assist with preparing write-up drafts and handling case escalations with the Executive
• Connect with managers and staff to communicate team and SOP changes
• Track employee inquiries regarding time off, performance, SOPs, and general HR-related concerns
• Set up lunch-and-learns with vendors/medical providers and update vendor information as processes change

What We’re Looking For

• 3+ years of experience in an executive support, legal operations, or office management role
• Strong organizational, multitasking, and prioritization skills
• Excellent written and verbal communication skills
• Proficiency with CRMs, spreadsheets, and internal communication tools (e.g., Slack)
• Ability to handle confidential information with discretion
• Experience conducting interviews, onboarding, and employee training
• Detail-oriented with the ability to work independently and manage multiple priorities
• Familiarity with medical/legal processes is a strong plus