Executive & Office Administrator

Executive & Office Administrator

Seattle, WA

At Xealth, we're revolutionizing healthcare by leveraging data and automation to empower care providers 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 are a highly skilled, collaborative, and passionate group, applying our expertise to improve health outcomes for millions. 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 days a week in downtown Seattle.

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 bring the maturity to know when things need to be perfect and the flexibility to tackle anything — from executive scheduling to snack orders — without hesitation.

• 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.
• 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.
• 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 & Guest Experience: Be the in-office point of contact during company events and visitor days, managing conference room setup, guest reception, and event logistics to ensure a seamless experience.
• 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.
• Travel & Expense Coordination: Manage travel arrangements for executives and candidates as needed and assist with expense reporting and tracking in compliance with company policies.
• 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 a genuine desire to support the team.

We're looking for someone with genuine professional maturity, strong organizational instincts, and a team-first attitude — someone who takes pride in every task they touch, whether it's prepping board materials or keeping the coffee stocked.

• Administrative Experience: 3+ years of executive or office administrative experience in a fast-paced environment, with demonstrated ability to support senior leaders, including scheduling and travel coordination.
• Organizational Excellence: Exceptional time management, prioritization, and multi-tasking skills. You can hold many balls in the air simultaneously and know which ones can't drop.
• 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.
• Tech Proficiency: Proficient in Microsoft Office Suite, Google Workspace, and tools such as Expensify. Familiarity with HR coordination, interview scheduling tools, or Quick Books is a plus.
• Flexibility & Grit: Genuinely…