Executive Assistant - Sonder Health Plans

Executive Assistant

Job Overview: Executive Assistant to the CEO plays a vital role in providing extensive administrative support to the Chief Executive Officer (CEO) and other C Level Executives. This position requires exceptional organizational skills, attention to detail, and the ability to manage multiple tasks simultaneously. The Executive Assistant is responsible for maintaining effective communication with various stakeholders, coordinating executive meetings, and ensuring the smooth operation of the CEO’s office.

Responsibilities:

1. Administrative Support:

• Manage the CEO’s calendar, schedule appointments, and coordinate meetings, ensuring effective time management.
• Prepare and review documents, correspondence, presentations, and reports on behalf of the CEO.
• Assist with travel arrangements, including booking flights, accommodations, and ground transportation.
• Maintain confidential and sensitive information, always exercising discretion and professionalism.
• Handle incoming emails, inquiries, and correspondence, redirecting them as appropriate.
• Maintaining a clean and tidy office environment & kitchen
• Maintaining the office ambience and employee engagement

2. Meeting Coordination:

• Act as a liaison between the CEO and the executive team, departments, and external stakeholders.
• Plan, coordinate, and schedule internal and external meetings, conferences, and events.
• Prepare meeting agendas, materials, and minutes, ensuring all relevant information is disseminated.
• Follow up on action items and decisions made during meetings, ensuring timely execution.

3. Communication and Relationship Management:

• Manage and maintain effective communication channels with stakeholders, including clients, employees, and board members.
• Coordinate executive-level communications, both internal and external, ensuring they are accurate and well-structured.
• Draft and edit internal and external communications, such as email announcements, newsletters, and reports.
• Foster positive relationships with key stakeholders to support the CEO’s goals and objectives.

4. Project Support:

• Assist in coordinating cross-functional projects, ensuring deadlines and deliverables are met.
• Conduct research, collect data, and prepare reports to support the CEO in decision-making.
• Provide general support for special initiatives, strategic planning, and other business-related functions.
• Liaise with other departments to gather information, facilitate communication, and ensure smooth project execution.

5. Human Resource Support:

• Responding to internal and external queries or requests related to HR
• Maintaining records of employees’ data (e.g. personal information, payroll, turnover rates, leaves, etc.) in digital databases
• Payroll processing
• Posting requisitions and sending offer letters to potential candidates
• Supporting day-to-day tasks as assigned
• Producing and submitting reports on HR activity
• Supporting the orientation and onboarding process
• Updating records with information on new hires
• Coordinating training sessions
• Assisting supervisors in the performance management and evaluation procedures
• Supporting the hiring/recruitment process by various techniques (e.g. sourcing of candidates, assisting with shortlisting, performing referrals and background checks, issuing employment contracts, etc.)
• Liaising with other teams for smoothly executing various operations (e.g. payroll, benefits team, etc.)

Qualifications and Skills:

• Bachelor’s degree or 5 years of equivalent experience in business administration, management, or a related field.
• Proven experience as an Executive Assistant or similar role, preferably supporting C-level executives.
• Excellent organizational and time-management skills, with the ability to prioritize tasks effectively.
• Strong written and verbal communication skills, including the ability to draft professional correspondence and reports.
• Proficient in using office software, such as MS Office Suite (Word, Excel, PowerPoint) and calendaring applications.
• Exceptional discretion and ability to handle confidential information with professionalism and sensitivity.
• Strong problem-solving ability, with a proactive and detail-oriented approach.
• Ability to adapt to a fast-paced and dynamic work environment.

This is an exciting opportunity for an experienced Executive Assistant to contribute to the success of a leading Health Insurance Company. If you are a highly organized, dedicated professional with exceptional interpersonal skills, we look forward to receiving your application.

Sonder Health Plans, Inc. is an equal opportunity employer. We value diversity and inclusion in the workplace.