Oxeon
Executive Assistant + Office Manager
Oxeon, Seattle, Washington, us, 98127
About OxeonOxeon, an industry-leading builder of transformational healthcare solutions pioneered in 2011 by Trevor Price, powers change to our nation’s broken healthcare system through talent, entrepreneurship and investment.Comprised of three core businesses, the Oxeon holding company includes: Oxeon Search, which has placed more than 1,000 executives in healthcare leadership roles; Oxeon Investments, which makes selective seed investments and takes equity positions in Oxeon portfolio companies to accelerate change in healthcare; and Oxeon Venture Studio, which designs, facilitates and launches innovative healthcare businesses. Oxeon, derived from the Greek word for relationships, connects people and ideas to change healthcare and improve the lives of millions of Americans.About the RoleYou will help position Oxeon’s Senior Leaders for success. In this role, you will support 1-2 Senior Leaders, initially one Principal. You will be a part of a broader Platform team that supports the business. Responsibilities for the role include, but are not limited to:Thought Partnership through Executive SupportManage calendar:
Coordinate all internal and external meetings for very busy executives, including ensuring all important information is relayed.Book travel:
Research, book, and coordinate executive travel– ensuring all documents are in place and relevant personal information is included; create itineraries.Manage administrative tasks:
Help with office needs - scanning, mailing, etc.Process expenses:
Through third-party provider (Expensify).Collaborate effectively:
Coordinate with other EAs and team members as necessary; bring in key stakeholders as needed; liaise with both internal and external teams.External conferences:
Support in the planning of external conferences and events; compile agendas and pull together meetings materials/ information on attendees; assist with scheduling follow-up meetings.Executive Search Project CoordinationProject Management:
Proactively manage the team’s efforts to ensure they are moving the assignment/project forward. Oversee the process for client meetings and deliverables and keep every step of the process on track.Documentation Support:
Use Google Suite to support the creation, editing and formatting of client-facing documents. Ensure all information is accurate and meets the client and internal expectations (e.g. business development materials, client retainers, position descriptions, search status reports, etc.). Maintain records, update status of projects, log documents, calls, and other data in CRM database (Salesforce).Search Coordination:
Manage scheduling of meetings and calls with clients and candidates, maintaining an understanding of search needs.Office & Events ManagementPlan and lead fun culture-building events, including office happy hours and outings.Maintain office supplies.Select and order delicious weekly food and snacks.Keep the office looking great.Order furniture, art, plants, and other decor for the office as needed.Proactively manage upkeep and respond to office needs by working with external vendors.Collaborate with office leads in both NYC and Nashville offices.Manage conference room bookings.Manage meetings - greet executives’ guests and order meals for internal and external meetings as needed; ensure conference room space is set up and cleaned after each meeting.What We Expect From YouBe proactive:
Your team relies on you to be responsive to clients, candidates, and other stakeholders.Maintain a flexible working style:
As a client services firm, we are all available for last-minute changes to calendars, including some early morning/ late night or weekend availability as needed.Make executive decisions:
Understand the business and the executive you are working with in order to make decisions independently.Maintain a strong attention to detail:
You will be representing us to clients and other executives in the market.Maintain a high degree of professionalism:
Be a representation of the firm when communicating with internal project leads and clients; handle confidential and sensitive information with the utmost discretion.What You Can Expect From UsA flexible, hybrid work model:
We spend time in-person in the NYC, Seattle, and Nashville offices 3 days per week (Tuesdays, Wednesdays, Thursdays) and are flexible Mondays and Fridays. Additionally, everyone has additional “work from anywhere” days, where they can choose to work remotely for extended periods of time.Quality time together:
We spend time together at weekly lunches, annual offsites and events throughout the year to build culture, have fun, foster learning and development, and deepen relationships with one another.Equity interest:
We align firm and employee compensation with equity and team performance. Every Oxeon employee receives equity in Oxeon investments from day one.Great compensation and benefits:
We offer competitive compensation, 100% employer paid medical and dental insurance for you and your family, paid parental leave, 401k, great snacks, and a fun, flexible open-office environment.Opportunity to give back:
We believe in giving back to the community and helping those in need, which is why every employee is given opportunities to volunteer and a generous annual philanthropic match to support and learn from causes important to them.What We’d Like From You:Apply here to let us know why you’re interested. We’re excited to hear more about your story and goals.Salary ExpectationsTotal cash compensation: $80,000-$110,000.Equity: Cash distributions are variable based on tenure and fund performance.
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Coordinate all internal and external meetings for very busy executives, including ensuring all important information is relayed.Book travel:
Research, book, and coordinate executive travel– ensuring all documents are in place and relevant personal information is included; create itineraries.Manage administrative tasks:
Help with office needs - scanning, mailing, etc.Process expenses:
Through third-party provider (Expensify).Collaborate effectively:
Coordinate with other EAs and team members as necessary; bring in key stakeholders as needed; liaise with both internal and external teams.External conferences:
Support in the planning of external conferences and events; compile agendas and pull together meetings materials/ information on attendees; assist with scheduling follow-up meetings.Executive Search Project CoordinationProject Management:
Proactively manage the team’s efforts to ensure they are moving the assignment/project forward. Oversee the process for client meetings and deliverables and keep every step of the process on track.Documentation Support:
Use Google Suite to support the creation, editing and formatting of client-facing documents. Ensure all information is accurate and meets the client and internal expectations (e.g. business development materials, client retainers, position descriptions, search status reports, etc.). Maintain records, update status of projects, log documents, calls, and other data in CRM database (Salesforce).Search Coordination:
Manage scheduling of meetings and calls with clients and candidates, maintaining an understanding of search needs.Office & Events ManagementPlan and lead fun culture-building events, including office happy hours and outings.Maintain office supplies.Select and order delicious weekly food and snacks.Keep the office looking great.Order furniture, art, plants, and other decor for the office as needed.Proactively manage upkeep and respond to office needs by working with external vendors.Collaborate with office leads in both NYC and Nashville offices.Manage conference room bookings.Manage meetings - greet executives’ guests and order meals for internal and external meetings as needed; ensure conference room space is set up and cleaned after each meeting.What We Expect From YouBe proactive:
Your team relies on you to be responsive to clients, candidates, and other stakeholders.Maintain a flexible working style:
As a client services firm, we are all available for last-minute changes to calendars, including some early morning/ late night or weekend availability as needed.Make executive decisions:
Understand the business and the executive you are working with in order to make decisions independently.Maintain a strong attention to detail:
You will be representing us to clients and other executives in the market.Maintain a high degree of professionalism:
Be a representation of the firm when communicating with internal project leads and clients; handle confidential and sensitive information with the utmost discretion.What You Can Expect From UsA flexible, hybrid work model:
We spend time in-person in the NYC, Seattle, and Nashville offices 3 days per week (Tuesdays, Wednesdays, Thursdays) and are flexible Mondays and Fridays. Additionally, everyone has additional “work from anywhere” days, where they can choose to work remotely for extended periods of time.Quality time together:
We spend time together at weekly lunches, annual offsites and events throughout the year to build culture, have fun, foster learning and development, and deepen relationships with one another.Equity interest:
We align firm and employee compensation with equity and team performance. Every Oxeon employee receives equity in Oxeon investments from day one.Great compensation and benefits:
We offer competitive compensation, 100% employer paid medical and dental insurance for you and your family, paid parental leave, 401k, great snacks, and a fun, flexible open-office environment.Opportunity to give back:
We believe in giving back to the community and helping those in need, which is why every employee is given opportunities to volunteer and a generous annual philanthropic match to support and learn from causes important to them.What We’d Like From You:Apply here to let us know why you’re interested. We’re excited to hear more about your story and goals.Salary ExpectationsTotal cash compensation: $80,000-$110,000.Equity: Cash distributions are variable based on tenure and fund performance.
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