Executive Assistant, Leadership Team

Quiet Capital; Des Moines (IA); On-site; USD 65,000 - 90,000; Full time

Job summary

Claimable is seeking an Executive Assistant to support the leadership team in Des Moines, Iowa. This senior IC role keeps calendars, coordinates meetings, travels, and day-to-day operations to free leaders to focus on strategy.

You'll own internal tools, onboarding, and office operations for a fast-moving startup. This position emphasizes ownership, proactive problem-solving, and cross-team collaboration in a growing company.

Qualifications

• 3+ years as an executive assistant or similar high-trust administrative/operations role.
• Based in Des Moines/West Des Moines area or willing to relocate.
• Exceptional organizational skills with proactive anticipation of needs.
• Experience supporting multiple leaders or a fast-moving team.

Responsibilities

• Manage and coordinate calendars across leadership team, prioritizing what matters most.
• Schedule and prepare for internal and external meetings, including agendas and logistics.
• Coordinate travel arrangements, itineraries, and expense reporting for leadership.
• Own and maintain internal tools and onboarding processes to keep the team organized.

Skills

Calendar management

Executive support

Travel coordination

Prioritization

Communication

Cross-functional collaboration

Proactivity

Tools

Google Workspace

Slack

Notion

HRIS platforms

Job description

Executive Assistant, Leadership Team

Des Moines, Iowa

Full-time

About Claimable

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.

The Role

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.

What You'll Do

Calendar & Meeting Management — Keep Leadership Moving

• 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

Internal & External Coordination — Connect the Dots

• 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)

Systems & Operations — Run the Back Office

• 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

Office Management — Keep our West Des Moines office running smoothly

• 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

What You Bring

• 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

Nice to Have

• Experience supporting a leadership team, not just a single executive, in a startup or fast-growth environment
• Experience owning HR‑adjacent processes such as onboarding, offboarding, or benefits administration
• Familiarity with healthcare, pharma, or health‑tech industries
• Experience with CRM or ops platforms such as Attio or HubSpot

How We Think About This Role

This is an ownership role, not a task list. The best executive assistants don't wait to be told what to do — they see what leadership needs before it's asked for, build systems so the same problem doesn't happen twice, and become the person the whole team trusts to make things happen. Because we're a startup, this role will evolve: what starts as calendar and meeting support will grow into owning bigger pieces of how we operate as we scale. We're looking for someone who's energized by that kind of growth, not someone looking for a fixed, narrowly-scoped job.

What This Role Is Not

• A purely personal-assistant role, though occasional support for leadership's business-related personal logistics may come up
• A people-management role
• A narrowly-scoped, single-executive support role — you'll work across the leadership team

Compensation

• Competitive salary and benefits
• Equity options based on experience