Executive Assistant & Office Manager

Thought Partnership through Executive Support

• Manage 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 Coordination

• Project 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 Management

• Plan 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 Seattle 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 You

• Be 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

Requirements for the Role

• 2+ years of true EA experience in a fast-paced environment
• Strong written and verbal skills, comfortable interacting with colleagues at all levels
• Incredibly organized and proactive, with an innate sense of how to prioritize
• Detail-oriented with ability to make sure things run smoothly
• Flexibility and an ability to multitask
• Ability to work independently as well as part of a team, take initiative, and engage with your work
• Ability to step out “over your skis” and tackle and solve problems you’ve never had experience with before

What You Can Expect From Us

• A flexible, hybrid work model. We spend time in-person in the Nashville office 4 days per week (Monday-Thursday) and are flexible on 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 all hands, 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 are relationship- and long-term results-oriented in all we do. We align firm and employee compensation with equity and team performance. Consistent with the shift from fee-for-service to value-based care, this approach invests us fully in the success of our clients and portfolio companies. 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 (we are a healthcare company after all!), 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.