Executive Assistant

• Manage and coordinate executive priorities, ensuring projects are completed on time, within budget, and aligned with organizational goals.
• Proactively manage the CEO and COO's calendars, including travel arrangements, meeting coordination, conference call scheduling, and strategic prioritization of time.
• Coordinate executive meetings with leadership, clients, vendors, and partners, ensuring agendas, materials, logistics, and follow-up actions are completed efficiently.
• Partner with the leadership team to maintain alignment with company systems, processes, and the system of record.
• Identify operational inefficiencies by collaborating across departments to evaluate process gaps, assess business impact, and implement effective solutions.
• Develop, document, and maintain Standard Operating Procedures (SOPs), workflows, and best practices to improve consistency, efficiency, and scalability.
• Participate in process improvement initiatives by defining, documenting, and refining business operations and administrative workflows.
• Track and communicate project progress, ensuring stakeholders have visibility into milestones, risks, action items, and deliverables.
• Support executive leadership by anticipating needs, removing administrative obstacles, and enabling efficient decision-making and execution.

• Manage complex, frequently-changing calendars for two co-founders, proactively resolving conflicts and prioritizing time against shifting business needs
• Book and manage domestic and international travel, including itineraries, changes, and day-of issue resolution
• Coordinate internal and external meetings end-to-end — scheduling, agendas, logistics, room/video setup, and follow-through on action items
• Coordinate with home managers to flag prioritize and help manage at-home obligations against a very dynamic and demanding work schedule
• Own light office management for the Walnut Creek office: supplies, vendor relationships, mail, seating/space needs, and general upkeep
• Serve as a key point of contact between the founders and internal team, external partners, investors, and candidates
• Prepare and organize materials for board meetings, investor updates, and leadership offsites
• Handle expense reports and other administrative tasks with discretion and accuracy
• Anticipate needs before they're asked — flagging conflicts, prepping context, and removing friction from the founders' day-to-day

• This role is focused on coordinating and supporting virtual patient visits from start to finish.
• Responsibilities include contacting patients before appointments, verifying registration and insurance information, preparing charts, completing virtual intake, assisting patients with check-in and check-out, managing the virtual waiting room, launching Zoom visits, handing patients off to the provider, and scheduling follow-up appointments.
• The position does not involve hands-on clinical duties such as phlebotomy or point-of-care testing.
• Success in this role requires strong communication skills, patience with technology, and the ability to troubleshoot virtual visit issues.
• The individual will work closely with a newly hired provider in a collaborative, team-based virtual environment, primarily supporting one another while providing virtual care to a large patient population with access to remote monitoring devices.

Virtual Medical Assistant – Care Anywhere

• Provides a broad range of high-level, specialized administrative support to an executive leader on the Executive Career Path.
• Works independently on a variety of complex assignments that are generally of a critical and confidential nature, exercising sound judgment, and applying advanced knowledge, and skills of Sutter Health administrative infrastructure, policies and procedures.
• Handles a broad range of complex inquiries, issues, and confidential materials.
• Exercises originality in developing methods or systems to resolve recurring or unusual circumstances.

• Manage the calendars of the VP Sales and VP Customer Success with foresight, balancing competing priorities across both functions.
• Build and maintain relationships with key stakeholders, including customers, prospects, and cross-functional partners.
• Coordinate logistics for travel to customer and prospect visits, sales kickoffs, and industry events, including booking transportation and stay.
• Prioritize and prepare both leaders for meetings, such as preparing materials for customer meetings, pipeline reviews, and QBRs.
• Lead logistics and coordination for sales and customer success team meetings and offsites, including scheduling and agenda.
• Support planning for cross-functional GTM initiatives between sales and customer success.
• Coordinate GTM-wide meetings, including scheduling and logistics.

Executive Assistant, GTM

• Management of SVP's calendar and daily schedule
• Responsible for a running list of SVP's engagements
• Assisting Senior VP in planning and organizing meetings
• Creating travel packs for international trips
• Supporting SVP by acting as proxy for communications and approvals
• Responsible for making in-depth global travel arrangements
• Providing analytical support to assist executive on special projects
• Mentoring new Executive Administrative Assistants and other administrators

Executive Assistant, SVP/GM, Engineering

• Treating patients via tele-health visits, including telephonic triage calls, video visit appointments, and email follow-ups
• Continuous learning during weekly Clinical Rounds and through other modalities
• Ongoing collaboration with both virtual and in-office teammates via daily huddles
• Utilization of your specific clinical training and opportunities to give exceptional care to patients virtually

Virtual Nurse Practitioner, CA License

• Provide high-level administrative support to the EVP, Physical Production
• Assist with the day-to-day operations of the office
• Manage an extremely active calendar with frequent shifting priorities
• Schedule meetings, production reviews, screenings and conference calls
• Coordinate meeting logistics, including conference room scheduling
• Maintain systems and departmental records for tracking department materials
• Handle confidential information and materials with discretion
• Coordinate complex domestic and international travel arrangements
• Perform other related duties and projects as assigned

• Manage complex calendars and scheduling with senior stakeholders (investors, fund partners, portfolio founders)
• Handle professional communication on behalf of principals
• Coordinate domestic and international travel
• Support expense review, categorization, and coordination with bookkeepers
• Build and maintain operational systems (intake forms, trackers, workflows)
• Research and book restaurants, meeting spaces, and conference rooms (US & Europe)
• Maintain strict confidentiality and information hygiene
• Proactively identify gaps, inefficiencies, and process improvements
• Coordinate household vendors (housekeeping, plumbers, gardeners, contractors) — owning contractor relationships end to end, not just scheduling them
• Manage household logistics and urgent requests
• Support onboarding and oversight of household staff
• Help scale household operations as needs grow (e.g. new vendors, childcare support)

• Work proactively to help the CEO operate at optimal capacity. As primary support to our CEO, you'll manage complex calendars, resolve scheduling conflicts, coordinate travel, and clear administrative noise, while also extending support to other executives as capacity allows.
• Provide excellent remote-first executive support. Most of your work will be done virtually, so you'll need to be proactive, responsive, and thoughtful in how you support leaders from afar. You'll know when to move quickly, when to ask the right questions, and when to make a judgment call.
• Support high-stakes leadership moments. You’ll help coordinate and prepare for Board meetings, executive offsites, and other key gatherings where details matter and the experience needs to feel seamless.
• Partner across teams. You'll work closely with the CEO and other members of the Executive and Senior Leadership Team, as well as cross-functional stakeholders and board members, to ensure clear communication and well-organized logistics.
• Create systems that help the team scale. You’ll look for ways to make recurring processes smoother, from travel planning and meeting prep to Board materials and executive coordination.

Senior Executive Administrator

• Manage the daily rhythm of sending session recordings and highlights to clients within 24 hours.
• Coordinate Mailchimp newsletter content and manage the ongoing email list.
• Manage Calendly scheduling and client rescheduling requests.
• Own Zoom logistics end-to-end: correct links, joining 10 minutes early, and setting the container for each call.
• Support retreat logistics, travel coordination, and day-of communications for retreats in France and the U.S.
• Serve as the liaison between our client and her social media/content team.
• Coordinate shipping and fulfillment for Cosmic Compass game materials.

Part-Time Executive Assistant

• Provide administrative and operational support to the VP, including calendar management, travel coordination, meeting preparation, expense support, and follow-up tracking.
• Prioritize meeting requests and ensure preparatory materials are completed on time and sufficiently.
• Implement a framework based on best practices for the executive time, including preserving focus time and strategic time, and ensuring time is available for critical tasks agreed with the VP.
• Coordinate events and travel on behalf of the VP, including client and stakeholder meetings, and conferences.
• Handle last-minute changes and troubleshoot travel issues, real-time.
• Prepare “travel memos” to ensure seamless logistics, and preparation for the VP.
• At the VP’s discretion, attend certain meetings to support agendas, logistics, notes, and action-item tracking.
• Build relationships with the leadership team and across the organization.
• Lead special projects, at the VP’s discretion.
• Maintain utmost care and confidentiality with respect to sensitive information.
• Prioritize, multi-task, and handle a continuously evolving environment.
• Ability and willingness to support at least one executive.
• Oversee day-to-day office operations to ensure smooth operations for San Francisco employees.
• Directly manage an office porter providing office support, so long as the office porter continues to provide services to WeaveGrid.
• Execute a daily office checklist for opening and closing.
• Manage office vendor relationships.
• Oversee general office maintenance and coordinate with contractors and building management as needed, including AV and security, with support of WeaveGrid’s IT team.
• Manage the kitchen and office supply inventory.
• Check mail and packages.
• Manage the office telephone system and access, including answering the company telephone and facilitating guest arrivals and departures.
• Plan and execute office events, onsites, meals.
• Coordinate IT setup for company events.
• Ensure compliance with safety protocols.
• Manage office budget.
• Own the workplace experience strategy as the team scales, anticipating space, equipment, and process needs ahead of headcount growth.
• Partner with the People/Talent team on space planning and seating as the office grows.
• Special projects and other duties as designated by your manager or assigned designee.

Senior Executive Assistant – Workplace Experience Manager

• Learn the priorities, operating rhythms, and communication styles of the CFO and Head of Talent & People.
• Take ownership of calendars, scheduling, travel, and meeting logistics.
• Build relationships across Finance and key cross-functional partners.
• Independently manage complex calendars, travel, expenses, and executive communications.
• Coordinate leadership meetings, board logistics, investor meetings, and Finance planning cycles.
• Own operational processes that keep the Finance organization running smoothly.
• Become a trusted partner who proactively identifies problems, removes friction, and keeps priorities moving.
• Drive cross-functional projects, improve operational workflows, and ensure nothing falls through the cracks.
• Serve as the connective tissue across Finance, Talent, and executive leadership.

• Own and manage the CEO's calendar with a strategic lens, proactively resolving conflicts, prioritizing high-value activities, and protecting time for deep work
• Coordinate complex domestic and international travel, including detailed itineraries, contingency planning, and real-time adjustments
• Prepare the CEO for every meeting and engagement with day-ahead and week-ahead briefings, background research, and materials
• Manage expense reporting, reimbursements, and budget tracking with complete accuracy
• Serve as the primary gatekeeper for the CEO's time, exercising sound judgment on prioritization and access
• Provide scheduling support to other members of the C-suite as needed, coordinating with their assistants and calendars to ensure smooth cross-executive alignment
• Act as a partner to the CEO in streamlining decision-making and daily operations
• Assist in the preparation of high-stakes materials, including board presentations, client-facing decks, and executive communications
• Support business development and client management efforts, including research, meeting prep, and follow-up coordination
• Manage CRM (Salesforce) needs to ensure data accuracy and timely updates
• Liaise with the Board, senior leadership, investors, and external partners with professionalism and discretion
• Anticipate the CEO's needs and proactively solve problems before they escalate
• Handle highly sensitive, confidential, and proprietary information with absolute discretion
• Partner with Operations, IT, Marketing, and other teams to ensure seamless execution of CEO priorities
• Lead coordination of executive-level events, offsites, and high-profile meetings, managing logistics, vendors, and contracts end-to-end
• Serve as a resource and mentor to other administrative staff, setting the standard for executive support across the firm
• Manage ad-hoc, high-priority projects as directed by the CEO

Executive Assistant – Chief Executive Officer

• Proactively coordinate and engage with leadership in planning and organizing events, activities, and calendars.
• Manage complex calendars and scheduling with senior leadership, maintaining diplomacy and discretion.
• Organize, prioritize, and appropriately handle time-sensitive, confidential information and ensure action required is addressed in a timely manner.
• Organize, execute, and assist with team activities.
• Ensure well organized and up-to-date travel logistics, expense reports, and other administrative needs.
• Partner with EA team to manage onsite meals, events, and employee activities. Along with keeping the office well stocked with kitchen and office supplies.
• Liaise with property management on facility work orders as needed.
• Prioritize Inclusion, Diversity, and Equity Initiatives for your executives.
• Have fun at work and help others to do the same.

• Align the executive's time with core business priorities to ensure every hour is focused on high-impact initiatives.
• Proactively manage complex scheduling, provide comprehensive briefing materials, and track post-meeting action items to ensure timely execution.
• Serve as a strategic primary point of contact for internal and external stakeholders.
• Execute high-stakes administrative tasks with uncompromising precision, including travel coordination, expense management, and the handling of confidential documentation.
• Proactively identify and streamline executive workflows to eliminate operational bottlenecks.

Executive Assistant – CEO Office

• Support one of our GPs in their fast-paced life full of travel and meetings
• Coordinate internal and external meetings
• Collect and prepare information for presentations and personal tasks
• Keep priorities clear and timelines on track
• Coordinate all travel arrangements
• Assist with last-minute changes to travel and meetings

• Proactively manage and maintain complex diaries and schedules for senior executives, arranging appointments and meetings.
• Coordinate all aspects of virtual meetings, including preparing agendas, distributing materials, and taking minutes when required.
• Handle and screen incoming correspondence, emails, and calls, drafting responses and redirecting enquiries with professionalism.
• Prepare, proofread, and format internal and external documents, including reports, presentations, and official correspondence.
• Act as the primary point of contact between executives and internal colleagues, clients, and other external partners.
• Maintain a high level of discretion and confidentiality in all business and personal matters.
• Perform general administrative duties, such as data entry, filing, and managing information systems.
• Assist with ad-hoc projects and research tasks as needed to support the company's objectives.

Executive Assistant, Full-Time/Part-Time

• Assists the Executive Team with daily administrative duties and completes a broad variety of administrative tasks.
• Manages an active calendar of appointments.
• Completes expense reports.
• Arranges complex and detailed travel plans, itineraries and agendas.
• Compiles documents for meetings.
• Prepares detailed itineraries for the Executive Team, including important numbers, locations and contact names.
• Prepares monthly projected schedules for the Executive Team.
• Makes reservations and travel coordination for the Executive Team’s air travel, ground transportation, and lodging.
• Manages the complete expense reporting lifecycle for the Executive Team.
• Offers on-demand assistance with invoice processing tasks.
• Ensures that the Executive Team is provided with briefing materials for each event.
• Communicates with internal and external parties on the Executive Team’s behalf.
• Researches, prioritizes, and follows up on incoming issues and concerns addressed to the Executive Team.
• Prioritizes conflicting matters and handles them expeditiously.
• Maintains the confidentiality of sensitive company information.
• Works closely with the Executive Team members to keep them well informed of upcoming commitments.

• Treating patients via tele-health visits, including telephonic triage calls, video visit appointments, and email follow-ups
• Continuous learning during weekly Clinical Rounds and through other modalities
• Ongoing collaboration with both virtual and in-office teammates via daily huddles
• Utilization of your specific clinical training and opportunities to give exceptional care to patients virtually
• Willing to obtain additional state licensure and credentialing for One Medical virtual primary care in additional states

Executive Assistant jobs in California

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Executive Assistant

Executive Assistant

Virtual Medical Assistant – Care Anywhere

Executive Assistant

Executive Assistant, GTM

Executive Assistant, SVP/GM, Engineering

Virtual Nurse Practitioner, CA License

Executive Assistant

Executive Assistant

Senior Executive Administrator

Part-Time Executive Assistant

Senior Executive Assistant – Workplace Experience Manager

Executive Assistant

Executive Assistant – Chief Executive Officer

Executive Assistant

Executive Assistant – CEO Office

Executive Assistant

Executive Assistant, Full-Time/Part-Time

Executive Assistant

Virtual Physician Assistant, CA Licensed