Executive Assistant to CEO (Temporary)

Notable is the leading healthcare AI platform for transforming workforce productivity. Health systems, hospitals, and payers use Notable to improve healthcare quality, close gaps in patient care, drive member enrollment, and patient acquisition, retention, and reimbursement, scaling growth without hiring more staff.

We are on a mission to improve the lives of patients, staff, and clinicians - to improve healthcare for humanity. This isn't just a lofty goal - it's something we're achieving every single day. When you join Notable, you become part of a force actively transforming healthcare. Our aim to impact 100 million patients isn't just a number; it's a commitment to creating meaningful change on a massive scale.

Therefore, our culture is purposeful in pursuit of this mission. We believe our culture gives each person the opportunity to do the best work of their lives, work with the best teammates, and have fun achieving great things together.

Notable is the leading intelligent automation company for healthcare. Customers use Notable to drive patient acquisition, retention, and reimbursement, scaling growth without hiring more staff. We don’t just make software.

We are on a mission to fix the broken U.S. healthcare system by helping to eliminate the massive administrative burden that is placed on our nation’s healthcare staff. We hire people from diverse backgrounds and are always looking for employees who bring fresh ideas to our space. Passion is paramount, and at Notable, you will get to work with other talented people who aim to set a new standard for innovation in healthcare.

Role Summary:

We are seeking a dynamic Interim Executive Assistant to provide comprehensive support to our CEO during a temporary maternity leave coverage period. The ideal candidate excels in a fast-paced environment, demonstrates exceptional organizational abilities, and possesses strong business acumen. This role requires someone who can anticipate needs, manage complex calendars, and serve as a trusted partner to our CEO while maintaining the highest level of professionalism and confidentiality.

Key Responsibilities:

• Executive Support

• Provide dedicated administrative support to the CEO, managing daily operations and priorities
• Coordinate complex calendar management, including scheduling meetings, resolving conflicts, and ensuring the CEO is properly prepared for each engagement
• Handle sensitive information and communications with discretion and professionalism
• Arrange domestic and international travel, including comprehensive itineraries, accommodations, and necessary documentation
• Draft and edit correspondence, presentations, and other business documents
• Facilitate effective communication between the CEO and internal/external stakeholders

• Office Management

• Support office operations and maintenance, ensuring a professional work environment
• Coordinate office supplies, vendors, and service providers
• Support onboarding processes for new executive team members

• Project Management

• Lead and coordinate special projects as assigned by the CEO
• Track project milestones and ensure timely completion of deliverables
• Prepare and distribute meeting minutes and follow up on action items
• Assist in the preparation of board meetings and executive presentations
• Manage expense reports and budget tracking for executive leadership
• Provide dedicated administrative support to the CEO, managing daily operations and priorities
• Coordinate complex calendar management, including scheduling meetings, resolving conflicts, and ensuring the CEO is properly prepared for each engagement
• Handle sensitive information and communications with discretion and professionalism
• Arrange domestic and international travel, including comprehensive itineraries, accommodations, and necessary documentation
• Draft and edit correspondence, presentations, and other business documents
• Facilitate effective communication between the CEO and internal/external stakeholders
• Support office operations and maintenance, ensuring a professional work environment
• Coordinate office supplies, vendors, and service providers
• Support onboarding processes for new executive team members
• Lead and coordinate special projects as assigned by the CEO
• Track project milestones and ensure timely completion of deliverables
• Prepare and distribute meeting minutes and follow up on action items
• Assist in the preparation of board meetings and executive presentations
• Manage expense reports and budget tracking for executive leadership

Required Qualifications:

• 3+ years of experience as an Executive Assistant (5+ years preferred), including experience supporting CEO and C-suite executives
• Exceptional organizational skills with demonstrated ability to manage competing priorities
• Advanced proficiency in Google Workspace
• Outstanding written and verbal communication skills
• Problem-solving mindset with strong attention to detail
• Ability to maintain strict confidentiality and exercise discretion

What We’Re Looking For:

• Excellent judgment and decision-making capabilities
• Strong interpersonal skills and professional demeanor
• Proactive approach to anticipating needs and resolving issues
• Flexibility to adapt to changing priorities and deadlines
• Ability to work independently and as part of a team
• Occasional early morning or evening availability required
• In-office and event support required
• Occasional travel may be required
• Comfort working in a fast-paced environment managing multiple concurrent projects

Important Notes

This is a temporary position created to provide coverage during the CEO's executive assistant’s maternity leave. The position will conclude upon the CEO's executive assistant’s return from leave. This role offers an excellent opportunity for an experienced executive assistant to make an immediate impact and demonstrate capabilities that could lead to other opportunities at Notable.

We value in-person collaboration and connection. For Bay Area–based employees, this role requires being in our San Mateo office at least three days a week. For remote employees, occasional travel to headquarters is expected for company-wide events and onsite gatherings.

Beware of job scam fraudsters! Our recruiters use @notablehealth.com email addresses exclusively. We do not conduct interviews via text or instant message, to purchase equipment through us, or to provide sensitive personally identifiable information such as bank account or social security numbers. If you have been contacted by someone claiming to be me from a different domain about a job offer, please report it as potential job fraud to law enforcement and contact us here.