Executive Assistant

Everlywell; Austin (TX); On-site; USD 60,000 - 90,000; Full time

Job summary

Everlywell in Austin, TX is seeking an Executive Assistant to support senior leadership, including direct collaboration with C‑Suite executives. The ideal candidate will be a proactive problem solver with exceptional communication skills and meticulous attention to details.

Responsibilities include managing calendars, travel plans, confidential communications, and coordinating cross‑functional projects for the executive team at the Austin HQ. Strong time management and discretion are essential.

Qualifications

• Bachelor’s degree or 5+ years of EA support to C‑Suite in a fast-paced environment.
• Experience supporting C‑level executives and senior leaders.
• Strong time-management and meticulous attention to detail.
• Proficiency with Microsoft Office and Google Workspace.
• Excellent written and verbal communication; ability to maintain confidentiality.

Responsibilities

• Support CFO (70%) and CCO (10%) calendars, travel, and confidential communications.
• Prepare presentations and manage records for executives.
• Coordinate invoices, AR/AP, and partner payments related to initiatives.
• Serve as liaison across executive team and internal departments to ensure smooth operations.

Skills

Calendar management

Executive support

C-Level support

Communication

Time management

Microsoft Office

Google Workspace

Travel planning

Confidentiality

Problem solving

Education

Bachelor’s degree

Tools

Expensify

Bill.com

Mac (MacBook Pro)

Microsoft Office

Google Workspace

Job description

Role Overview

We’re currently looking for an Executive Assistant to be a supportive force who empowers our senior leadership, providing support for varying C‑Suite executives, corporate initiatives, and Austin HQ projects. The ideal candidate will be a proactive problem solver with exceptional communication skills and meticulous attention to details.

Responsibilities

• Proactively support Everly’s Chief Financial Officer (70% of time) and Chief Commercial Officer (10% of time).
• Manage calendars, expense reports, confidential communications, and arrange complex travel plans, itineraries, and agendas for the CCO and CFO.
• Own and organize their time management and calendar; understand goals and priorities, schedule meetings, track preparation, and follow up on deliverables.
• Prioritize conflicting needs, handle matters expeditiously, and follow through on projects to successful completion, often under deadline pressure.
• Serve as a communication bridge between the CCO, CFO, and internal departments, maintaining credibility, trust, and support with senior management staff.
• Plan all travel arrangements—flights, car service, hotels, ridesharing—by booking on their behalf and crafting seamless itineraries.
• Organize executives’ inboxes and draft written communications on their behalf.
• Prepare presentations, update tracking systems and project plans, handle records, and manage other confidential material for executives.
• Plan meetings, order food, monitor office supplies for Everly Health’s Austin office, and reserve conference rooms and technical setup to ensure successful meetings.
• Manage AR and AP processes: process expenses, reach out to partners for payments related to executive‑sponsored initiatives, review invoices for accuracy, and submit them to accounting.

Qualifications & Skills

• Represent a welcoming and energizing workplace culture.
• Assist in maintaining corporate offices to support employees’ best work.
• Partner with the executive assistant team to ensure snacks and supplies are fully stocked.
• Passionate about processes, project management, and strong time‑management skills.
• Bachelor’s degree or a minimum of 5 years experience as an Executive Assistant supporting C‑Level or Senior VP executives at a fast‑paced company.
• Minimum 2 years experience in Office Management preferred.
• Proficiency with Microsoft Office and Google Workspace.
• Preferred experience with Expensify, Bill.com, and Apple hardware (MacBook Pro).
• Great at technology and ability to learn new software and applications quickly.
• Creative problem‑solving mindset to find solutions for processes and other challenges that may hinder executive success.
• Strong interpersonal, written, and verbal skills.
• Ability to solve problems independently and take initiative when needed.
• Exceptional attention to detail along with project and time‑management skills.
• Excellent ability to maintain confidentiality and adhere to proper data‑sharing protocols.
• Successful scheduling experience managing multiple executives’ calendars.
• Excellent written communication skills.
• Solid team player for a small, high‑performing administrative team that supports executives consistently.
• Event organization experience preferred; experience sourcing vendors, locations, catering, etc., and assisting onsite at meetings.