Executive Assistant

Solace; Redwood City (CA); On-site; USD 85,000 - 125,000; Full time

Job summary

Solace seeks an Executive Assistant to provide dedicated support to senior leaders across the Finance Department. This is a high-trust, strategic role that enables executives to focus on high-impact priorities and maintain strong operational cadence.

You will manage calendars, travel, and communications while supporting leadership events and cross-functional initiatives. The ideal candidate has 5+ years of experience with senior executives in fast-paced environments, exceptional judgment, and a

Qualifications

• 5+ years of experience supporting senior executives in a high-growth environment.
• Experience with a fintech startup or financial firm is preferred.
• Exceptional calendar management, prioritization, and organizational skills.
• Strong written and verbal communication with executive-level messaging.

Responsibilities

• Own complex, multi-time-zone calendar management and prioritize meetings by urgency and strategic value.
• Protect executive time by triaging requests, managing blocks, and resolving scheduling conflicts.
• Support planning and execution of leadership meetings, offsites, and large-scale events.
• Act as a proxy in meetings, capture notes, clarify decisions, and drive follow-through.
• Draft and send communications on behalf of executives with professionalism and clarity.
• Serve as a primary contact between executives and internal/external stakeholders.
• Digest and elevate key information while maintaining strict confidentiality.
• Maintain leadership operating cadence with agendas, notes, and action tracking.
• Build systems and templates to enhance executive productivity and organizational effectiveness.
• Manage end-to-end travel logistics and expense reporting with attention to detail.

Skills

Complex calendar management

Executive coordination

Travel logistics

Note-taking / meeting minutes

Communication skills

Discretion & confidentiality

Project management

Operational process improvement

Job description

About Solace

Healthcare in the U.S. is fundamentally broken. The system is so complex that 88% of U.S. adults do not have the health literacy necessary to navigate it without help. Solace cuts through the red tape of healthcare by pairing patients with expert advocates and giving them the tools to make better decisions—and get better outcomes.

We're a Series C startup, founded in 2022 and backed by Inspired Capital, Craft Ventures, Torch Capital, Menlo Ventures, Signalfire, and IVP. Our U.S. based team is lean, mission-driven, and growing quickly.

Solace isn't a place to coast. We're here to redefine healthcare—and that demands urgency, precision, and heart. If you're looking to stretch yourself, sharpen your edge, and do the best work of your life alongside a team that cares deeply, you're in the right place. We’re intense, and we like it that way.

Read more in our Bloomberg funding announcement here.

About the Role

We’re looking for an Executive Assistant to provide dedicated support to senior executives across Solace’s leadership team, including C-suite leaders and Vice Presidents, specifically within our Finance Department. This role is a strategic partner responsible for enabling executives to operate efficiently, stay focused on high-impact priorities, and maintain strong operational cadence across the organization.

You’ll manage complex calendars, meetings, communication flow, travel, and executive coordination, while also supporting leadership events, offsites, and cross-functional initiatives. The ideal candidate brings exceptional judgment, attention to detail, and the ability to anticipate needs before they arise. This is a high-trust, high-visibility role that is foundational to Solace’s ability to scale.

What You’ll Do

• Own complex, multi-time-zone calendar management, prioritizing meetings based on urgency, impact, and strategic value.

• Protect executive time by triaging inbound requests, managing hold blocks, and proactively resolving scheduling conflicts.

• Support the planning and execution of leadership meetings, team offsites, and large-scale company events.

• Act as a proxy in meetings when needed, capturing detailed notes, clarifying decisions, and driving follow-through on action items.

• Draft, edit, and send communications on behalf of executives with professionalism, clarity, and strong executive presence.

• Serve as a primary point of contact between executives and internal leaders, external partners, vendors, and stakeholders.

• Digest, summarize, and elevate key information, updates, risks, or insights while maintaining strict confidentiality.

• Support leadership operating cadence (staff meetings, business reviews, planning sessions, offsites) by owning agendas, note-taking, action tracking, and follow-through.

• Build and continuously improve systems, templates, and processes that enhance executive productivity and organizational effectiveness.

• Manage end-to-end travel logistics, itineraries, reservations, and expense reporting with meticulous attention to detail.

• Ensure seamless operational execution during high-volume periods, travel, or periods of rapid change.

What We’re Looking For

• 5+ years of experience supporting senior executives, preferably at the VP or C-suite level in a high-growth, fast-paced environment.

• Experience working with a fintech startup or financial firm.

• Exceptional calendar management, prioritization, and organizational skills.

• Strong written and verbal communication skills, with the ability to draft clear, concise executive-level messaging.

• Demonstrated judgment, professionalism, and ability to handle highly confidential information.

• Excellent project management skills with a strong bias toward execution and follow-through.

• Ability to anticipate needs, solve problems independently, and stay ahead of deadlines.

• Comfort operating in a dynamic, sometimes ambiguous environment while maintaining calm and clarity.

• High EQ and ability to navigate cross-functional relationships with empathy, tact, and confidence.

Bonus Points

• Background in startups, healthcare, technology, finance or complex operational environments.

• Finance-focused Executive Assistant support for Finance C-suite leaders (like a CFO) and Vice Presidents.

Applicants must be based in the United States.

Fraudulent Recruitment Advisory: Solace Health will NEVER request bank details or offer employment without an interview. All legitimate communications come from official solace.health emails only or ashbyhq.com. Report suspicious activity to [e-mail] or [e-mail].