Administrative Specialist

Who We Are:

Our singular mission is to help people feel better naturally. We believe that when people feel better, they’re freer to do what moves them. We’re committed to continuous innovation and surround ourselves with specialists, thought leaders, and experts - inside and outside of the office.

We’re dedicated to leading the tech wellness industry, and that starts with our employees. If you thrive in creative environments, are concerned with big, innovative ideas, love to collaborate, have an entrepreneurial spirit, and are driven to succeed, get in touch with us. Together we can push the limits of what can be achieved for everybody.

The Role:

Reporting to the CFO, the Administrative Specialist provides high-level administrative and operational support to the Founder/Chief Wellness Officer. This role is critical to ensuring seamless day-to-day operations, effective communication, and execution of priorities across the organization. The ideal candidate is highly organized, proactive, discreet, and collaborative, with the ability to manage multiple workstreams in a fast-paced environment.

This is a non-exempt, hourly role. The Administrative Specialist is responsible for accurately tracking and reporting their own hours worked in accordance with company policy and applicable labor regulations.

Key Responsibilities:

Executive & Administrative Support

• Manage complex calendars, schedule meetings, and coordinate domestic and international travel.
• Monitor and manage inboxes, prioritize correspondence, and ensure timely follow-up.
• Prepare agendas, presentations, reports, and other materials; draft, proofread, and edit communications.
• Support meeting logistics, including preparation, note-taking, and follow-up action items.

Financial & Operational Support

• Process invoices, expense reports, and payments accurately and on time.
• Support budget administration, including monthly budget tracking and variance (flux) analysis; provide updates to the CFO as requested.

Project & Cross-Functional Coordination

• Support projects by managing and tracking associated tasks, timelines, and deliverables (task coordination rather than project ownership).
• Collaborate with internal teams including Finance, HR, Operations, Marketing, and others to ensure alignment and timely execution.
• Assist with company-wide initiatives and internal communications as needed.

Wellness & Event Coordination

• Coordinate logistics for wellness events, executive engagements, and internal initiatives related to the company’s wellness mission.

Compliance & Timekeeping

• Accurately track and report all hours worked using the company’s timekeeping system.
• Follow established procedures for overtime approval, reporting, and compliance with non-exempt labor requirements.

Qualifications:

• 2–4 years of experience as an Executive Assistant or Administrative Assistant supporting senior leadership.
• Strong written, verbal, and interpersonal communication skills.
• Highly organized with exceptional attention to detail and the ability to manage competing priorities.
• Proficient in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint) and comfortable learning new tools and systems.
• Ability to work independently while collaborating effectively across departments.
• Proven ability to handle confidential information with discretion and professionalism.

Bonus:

• Experience supporting executives in tech, wellness, or other mission-driven organizations.