Executive Assistant & Office Manager, SWORD Health

• This role requires a proactive, organized individual capable of anticipating needs, managing multiple priorities, and handling both executive and office management duties with discretion and professionalism
• Availability to work at the New York office 5 days a week (9 am to 6 pm typically)
• 3+ years of experience as an Executive Assistant and/or Office Manage
• Strong verbal and written communication skills in English
• Proficiency with office management and meeting scheduling software, including Google Calendar, Gmail, and Google Meets

Desirable

• The Executive Assistant & Office Manager will manage the calendars, travel, and communications for 3-4 leadership team members, as well as oversee the smooth operation of the New York office environment
• AI fluency is a core expectation at Sword Health. Every candidate is assessed against our three-level framework — be ready to share real examples of how AI is already part of how you work
• Explorer (Level 1) — Uses AI daily to boost personal productivity
• Builder (Level 2) — Creates workflows and tools that elevate the whole team
• Integrator (Level 3) — Embeds AI into products and processes at scale
• Every hire must demonstrate at least Level 1. The expected level will vary depending on the seniority of the role
• You'll manage comprehensive office services encompassing reception (as needed), shipping and mail, kitchen upkeep and supplies, office provisions, building maintenance, and other general office duties
• Oversee office maintenance and liaise with property management, safety/ security, janitorial staff, internet and audio/visual services, and various vendors to ensure a well-stocked, clean, and functional workspace
• Act as the primary contact for maintenance, mail, shipping, supplies, equipment, bills, and errands
• Greet clients and internal/external visitors, promptly addressing or directing inquiries
• Assist in organizing, scheduling, and executing onsite events
• Handle incoming and outgoing phone calls, both internal and external
• Manage leadership team members' calendars and provide executive assistant support, namely:
• Coordinate and manage the calendars of leadership team members, including scheduling meetings, appointments, and conference calls, ensuring alignment with priorities and objectives
• Proactively anticipate scheduling conflicts and make necessary adjustments to optimize leadership team members' time and availability
• Arrange travel accommodations and itineraries for leadership team members, including flights, accommodations, ground transportation, and any necessary logistics, considering preferences and efficiency
• Request to stakeholders meeting agendas, briefing materials, and necessary documentation for leadership team members' engagements, ensuring they are well-prepared and equipped for each interaction
• Serve as a liaison between the leadership team members and internal/external stakeholders, managing communication and correspondence efficiently and professionally
• Assist with expense reporting, reimbursement requests, and other financial support tasks, ensuring accuracy and compliance with company policies and procedures
• Ensure strict confidentiality at all times