Executive Assistant​/Office Manager

Position: Executive Assistant / Office Manager
Arcadia is dedicated to happier, healthier days for all. We believe that there is a better healthcare world - one powered by data. Our platform transforms complex, diverse data into a unified foundation for health, helping organizations deliver better care, boost revenue, and lower costs.

We're a team of fiercely driven individuals committed to making healthcare more sustainable-and we're looking for passionate people to help us get there.

For more information, visit arcadia.io.

Why This Role Is Important to Arcadia

This role serves as a senior operational leader providing dedicated support to select C-level executives, overseeing Arcadia's physical office environment, and supporting our Return to Office (RTO) initiative.

The role provides high-level administrative, operational, and coordination support that enables leadership to focus on Arcadia's most important priorities. Acting as a trusted partner, this role manages complex calendars, prepares executives for meetings, coordinates communications, and helps drive follow-through on key initiatives across the organization.

In addition to executive partnership, this role owns the day-to-day operations of Arcadia's Boston office, ensuring that in-person work, collaboration, and leadership presence are executed smoothly, consistently, and in alignment with company expectations.

This strategic role requires strong judgment, autonomy, decision-making, and acts as a critical connector between executives, People Operations, IT, vendors, and employees. The ideal candidate thrives in a fast-moving, dynamic environment where hybrid staff flow in and out, seamlessly integrating executive support with onsite operations to create a polished, efficient, and welcoming experience for leadership, employees, and guests.

What Success Looks Like

In 3 months

- Learn executive preferences and routines; begin proactively managing select executivelogisticswith minimal direction

- Learn company processes, organizational structure, and communication norms

- Build strong working relationships with People Ops, IT, building management, office vendors

- Take ownership of daily office operations and onsite experience

- Understand Arcadia's hybrid / RTO expectations and operating norms

In 6 months

- Anticipate executive needs and operational risks before they surface

- Own logistics for executive travel, offsites, and visiting guests

- Independently manage office operations, vendors, and onsitelogistics; negotiate and manage vendor relationships to ensure the best support for the office

- Act as the operational point person for RTO execution and office readiness

- Create a consistent, well-run experience for employees and visitors using the office

In 12 months

- Serve as a trusted strategic partner to executives: anticipating needs, managing communication flows

- Support long-term planning for onsite collaboration, offsites, and key meetings

- Serve as a trusted operational partner to leadership on workplace and onsite strategy

- Own office budgets, vendor contracts, and renewal planning

- Continuously improve office operations and RTO execution based on feedback and usage patterns

What You'll Be Doing

Executive Support
• Provide high-level administrative and operational support to select C-Level executives
• Manage complex calendars, meetings, travel, and onsite logistics with anticipation and discretion
• Coordinate leadership offsites, board-related logistics, and key in-person events - specifically including scheduling, room bookings, agendas, IT needs, catering, and attendee communication
• Act as a trusted extension of executive leadership, handling sensitive matters professionally
Office Operations
• Own the daily operations, readiness, and functionality of Arcadia's Boston office
• Ensure the office environment supports collaboration, productivity, and privacy requirements
• Manage office vendors, building relationships, supplies, and service providers
• Coordinate office access, equipment, seating, and onsite logistics in partnership with IT
• Identify and resolve operational issues independently, escalating when appropriate
Return to Office Implementation
• In partnership with a chair/executive sponsor, oversee the…