Executive & Office Administrator

Job Description

Job Description

Our Mission & Culture

At Xealth, we're revolutionizing healthcare by leveraging data and automation to empower care providers (building on EHRs such as Epic and Cerner) to seamlessly prescribe, deliver, and monitor digital health for patients. We are a detail-oriented team, committed to maintaining the highest standards while moving with agility and impact.

We believe in shared ownership and are looking for a team player who is a self-starter and self-driven to make a meaningful impact across every layer of the organization.

This role offers a unique opportunity to be the operational backbone of Xealth — supporting our executives, keeping our office running, and playing a key part in our people and culture initiatives. This role requires work from office 2 to 3 days a week in downtown Seattle.

What You'll Own and Deliver (Responsibilities)

As a core partner to our leadership and G&A team, you will be the organizational glue that keeps Xealth's day-to-day running smoothly. You're a tenured, seasoned EA who brings the maturity to know when things need to be perfect, the instinct to anticipate needs before they're voiced, and the directness to ask the right questions and chase down answers so nothing sits and stalls, whether that's executive scheduling, expense reports, or a company happy hour.

• Executive Calendar & Scheduling Support: Provide scheduling support to the CEO, COO, and select Board of Directors members, managing competing priorities, coordinating meeting logistics, and ensuring executives are prepared and on time. Anticipate scheduling conflicts and needs before they're raised and proactively flag or resolve them.
• Office Operations Management: Own the day-to-day needs of our Seattle office — including snack and supply ordering, Amazon purchasing, and maintaining a well-stocked, welcoming environment for the team with an energetic, people-first presence that makes the office a place employees want to be.
• Facilities & Building Management: Serve as the primary point of contact for building management. Handle mail pickup, check deposits, and appropriate mail distribution across the organization.
• Event Planning, Coordination & Budget Ownership: Plan and run company events and visitor days end-to-end; concept, logistics, conference room setup, guest reception, and day-of execution. Own the event budget, tracking spend and vendor costs against it. Take real ownership of seeing events through from first idea to final cleanup to ensure a seamless experience. 
• Employee Engagement & Culture Events: Bring genuine energy to office and employee interactions. Plan and host recurring employee events, virtual and in-office, including happy hours and team celebrations, driving attendance and enjoyment, not just logistics.
• Recruiting Support: Partner with the recruiting team to coordinate candidate interviews, manage scheduling across interviewers, and ensure a smooth, professional experience for every candidate.
• HR & IT Support: Assist the HR Director with coordination of company-wide events such as all-hands staff meetings, offsites, and culture initiatives. Support New Hire Orientation and coordination with IT and laptop procurement. Work confidently across teams, HR, IT, Finance, to track down answers and keep initiatives moving on schedule.
• Travel & Expense Management: Manage travel arrangements for executives and candidates. Own end-to-end executive expense management — submitting, tracking, and reconciling expense reports in compliance with company policy — and proactively follow up across Finance and other teams to resolve discrepancies quickly.
• Ad Hoc & Cross-Functional Assistance: Take on a broad range of tasks as directed by the CFO and G&A leadership — no task is too big or too small. This role thrives on variety, and on a genuine, confident willingness to work across teams and push until the right answer is found.

The Expertise You'll Bring (Requirements)

We're looking for a tenured, seasoned EA with genuine professional maturity, sharp organizational instincts, and a team-first attitude — someone who reads the room, anticipates what's needed before being asked, and isn't afraid to ask direct questions to get things done efficiently. Someone who takes pride in every task they touch, whether it's prepping board materials, reconciling an executive's expense report, or keeping the coffee stocked.

Core Competencies

• Experience supporting a C-suite or Board of Directors in a startup or growth-stage company.
• Administrative Experience: 15+ years of executive or office administrative experience in a fast-paced environment, with a proven track record supporting senior leaders — including scheduling, travel coordination, and executive expense management.
• Organizational Excellence: Exceptional time management, prioritization, and multi-tasking skills. You can hold many balls in the air simultaneously, know which ones can't drop, and often anticipate a need before anyone asks — a true "read the room" mind reader for what leadership and the team need next.
• Directness & Follow-Through: Comfortable asking direct, clarifying questions and pushing cross-functional partners for answers — politely but persistently — so work moves forward on schedule instead of stalling.
• Professional Maturity & Discretion: Comfort handling sensitive information (Board, executive, financial) and strong judgment about when to seek guidance and when to handle things independently.
• Communication Skills: Clear, professional written and verbal communication. Comfortable engaging with executives, guests, vendors, and candidates with equal polish., and confident enough to ask direct questions when something is unclear.
• Tech Proficiency: Proficient in Microsoft Office Suite, Google Workspace, and expense platforms such as Expensify or Concur. Familiarity with HR coordination tools, interview scheduling tools, or QuickBooks is a plus.
• Flexibility & Grit: Genuinely enjoys wearing many hats and does not consider any task beneath them. This role touches everything — you should find that exciting, not daunting. An extrovert at heart, you're energized by office and employee interactions and genuinely enjoy hosting events (virtual or in-person) and seeing them through from planning to cleanup.
• Financial & HR Acumen (Strongly Preferred): Background or working knowledge of financial operations (expense management, budgeting, basic bookkeeping) and/or HR coordination is a significant plus for this role.

Highly Valued Experience (Nice to Have)

• Prior experience with interview coordination, recruiting operations, or HR event support.
• Familiarity with building management, facilities coordination, or office operations.
• Associate's or Bachelor's degree in Business Administration, Communications, Human Resources, or a related field.
• Experience owning an event or department budget, and/or a background in finance, accounting, or human resources.

Why Join Xealth?

• Meaningful Work: You'll be a force multiplier for a team working to improve health outcomes for millions of patients.
• Variety & Ownership: No two days look alike. You'll have real ownership over operations, culture, and executive support in a collaborative startup environment.
• Best Workplace: Xealth has been named to the World's Best Digital Health Companies list by Newsweek, awarded gold in the Digital Health awards in 2024 and twice in 2023. In 2023, Xealth was also listed as one of BuiltIn's Best Places to Work and one of Fierce Healthcare's Fierce 15 of 2023.

About Xealth:

• Xealth created the leading digital health platform helping health systems deliver connected, personalized care at scale. Embedded in the EHR, it enables clinicians to prescribe, automate, and measure the impact of digital tools--including apps, services, and wearable data--within existing workflows. Now part of Samsung's connected care vision, Xealth enhances decision-making, reduces friction, and supports enterprise-wide digital health strategies. Trusted by more than 500 hospitals and 70+ solution partners, Xealth provides a scalable foundation for delivering connected, personalized, and preventative care--empowering health systems to drive outcomes, engagement, and operational efficiency while advancing digital transformation.
• Xealth has been named to the World's Best Digital Health Companies list by Newsweek, awarded gold in the Digital Health awards in 2024 and twice in 2023. In 2023 Xealth was also listed as one of BuiltIn's Best Places to Work, and one of Fierce Healthcare's Fierce 15 of 2023.

Compensation & Benefits:

Xealth offers a multi-tiered approach when constructing a highly competitive compensation package. The compensation package would include a base salary, bonus, and a comprehensive suite of benefits. The compensation range for this position is $80,000 - $100,000.

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Xealth is committed to providing reasonable accommodations for qualified individuals with disabilities and disabled veterans in our job application procedures.