Executive Assistant, Leadership Team

Executive Assistant, Leadership Team

Des Moines, Iowa

Full-time

Claimable is an AI-first company helping patients overcome insurance denials for the treatments they need. We automate the research, writing, and submission of appeal letters, and we partner with pharmaceutical manufacturers and their access partners to bring this service to patients. We've supported thousands of appeals and we're scaling our reach.

We're hiring our first dedicated Executive Assistant to support Claimable's leadership team as we scale. You'll be the person who keeps calendars sane, meetings running on time, and the details of day-to-day operations from falling through the cracks — freeing our leaders to focus on the business, not the logistics behind it.

This is a senior individual-contributor role for someone who thrives on ownership. You'll manage scheduling across multiple leaders with competing priorities, coordinate everything from internal team meetings to external partner and investor touchpoints, and own the internal tools and systems — from onboarding new hires to keeping our shared calendars, docs, and workflows organized — that keep a fast-moving startup running smoothly.

• Manage and coordinate calendars across multiple members of the leadership team, resolving conflicts and prioritizing what matters most
• Schedule and prepare for internal meetings (leadership syncs, all-hands, board prep) and external meetings (clients, partners, investors), including agendas, materials, and logistics
• Coordinate travel arrangements, itineraries, and expense reporting for leadership
• Anticipate scheduling needs before they become urgent, and proactively flag conflicts or gaps

• Serve as a key point of contact between leadership and internal teams, external partners, vendors, and clients
• Plan and coordinate internal events (team offsites, all-hands, celebrations) and external touchpoints (client visits, partner meetings, conferences)

• Own and maintain the internal tools and systems (e.g., Google Workspace, Slack, Notion, HR/HRIS platforms) that keep the team organized and informed
• Lead onboarding logistics for new hires — equipment, accounts, documentation, first-week schedules — so every new team member is set up to succeed from day one
• Build and refine administrative processes and documentation as the company grows, replacing ad hoc habits with repeatable systems
• Support general office operations and vendor management as needed

• Serve as the on-the-ground office manager for our West Des Moines office — keeping the space stocked, organized, and welcoming for the team
• Coordinate with building management and vendors on maintenance, deliveries, and office needs
• Greet and help host visiting clients, partners, and candidates in person
• Help plan and set up in-person team gatherings, offsites, and office events

• 3+ years of experience as an executive assistant, or in a similar high-trust administrative or operations role, ideally supporting multiple leaders or a fast-moving team
• Based in or willing to relocate to the Des Moines/West Des Moines, Iowa area, with the expectation of regularly working from our office to manage it day-to-day
• Exceptional organizational skills and an instinct for anticipating needs before they're asked
• Comfort managing competing priorities and shifting schedules without losing track of details
• Strong written and verbal communication skills, with sound judgment about what needs leadership's attention versus what doesn't
• Discretion and trustworthiness when handling confidential or sensitive information
• Proficiency with common productivity and collaboration tools (Google Workspace, Slack, Notion, calendar and travel-booking tools), and comfort learning new systems quickly
• Startup-ready: comfortable building process from scratch and wearing multiple hats

• Experience supporting a leadership team, not just a single executive, in a startup or fast-growth environment
• E…