Executive Assistant to the Chief of Staff

Job Title: Executive Assistant to the Chief of Staff

Department: Executive Operations

Reports To: Chief of Staff

Location: Fully Remote

Compensation: The base salary range for this position is $65,000\.00 to $85,000\.00 annually, depending on experience, seniority, and level of executive support background. This role is also eligible for an annual performance\-based bonus. Because this position is hybrid and supports the executive office of a fast\-scaling company, compensation reflects the need for high discretion, advanced problem\-solving skills, and operational ownership. This position is classified as exempt under the Fair Labor Standards Act (FLSA).

Who We Are:

Ivím Health is a telehealth company dedicated to transforming metabolic healthcare through personalized, evidence\-based treatment. Our patient\-first care model integrates GLP\-1 therapy, nutrition support, and ongoing clinical guidance to help patients achieve sustainable results. We support patients nationwide through a fully remote team committed to innovation, transparency, and delivering healthcare with excellence.

Position Overview:

The Executive Assistant to the Chief of Staff will serve as a critical right hand in supporting the Chief of Staff, and broader executive team at Ivim Health in a high\-growth environment. This is a high\-trust, high\-visibility role responsible for optimizingworkflows, strengthening communication across the organization, and ensuring seamless execution of day\-to\-day operations within the executive office.

This role requires exceptional judgment, professionalism, and the willingness to support urgent needs outside of traditional business hours on occasion. The ideal candidate thrives in a fast\-paced, rapidly scaling environment with high\-output executive rhythm, and operates with an anticipatory, ‘always one step ahead’ mindset. This candidate is equally comfortable handling confidential materials, managing complex schedules, supporting strategic initiatives, coordinating travel, and jumping into special projects that directly impact company performance.

The Executive Assistant will play a pivotal role in creating structure, driving clarity, and enabling the Chief of Staff to operate at maximum effectiveness. This is an incredible opportunity for someone who is solutions\-oriented, highly organized, and excited to support mission\-driven leadership at a company transforming the future of wellness.

Key Responsibilities:

Executive Support \& Administrative Excellence

• Manage complex, fast\-changing calendars for the Chief of Staff and executive team
• Coordinate internal and external meetings, ensuring clear agendas, prep materials, and follow\-up actions
• Review, organize, and process confidential physical and digital mail
• Maintain strict confidentiality and handle sensitive information with discretion and integrity
• Anticipate needs and proactively resolve scheduling conflicts, bottlenecks, or operational risks
• Exercise exceptional judgment when triaging priorities, managing decision flow, and escalating urgent matters.

Operations \& Workflow Optimization

• Maintain an ‘executive\-level lens’ when supporting communication, time allocation, and project alignment.
• Support day\-to\-day operations of the executive office, helping streamline communication, documentation, and task flow
• Build repeatable processes for organization, calendar management, executive communication, and meeting cadence
• Assistwith project tracking, ensuring deadlines are clear, communicated, and met
• Prepare executive briefing documents, summaries, and internal communications as needed

Travel \& Event Coordination

• Coordinate complex domestic travel, including flights, lodging, transportation, itineraries, and expense reconciliation
• Support planning for executive offsites, leadership meetings, and cross\-functional events
• Serve as the point person forlogistics, ensuring smooth execution and prepared materials

Company Support \& Cross\-Functional Collaboration

• Work closely with HR, Marketing, Operations, Clinical, and Product to support cross\-functional initiatives
• Assistwith onboarding preparation for executive\-level hires or VIP visitors
• Support the Chief of Staff with research, administrative tasks, scheduling, and special projects
• Help uphold and communicate company culture, values, and operational standards

Special Projects \& Strategic Support

• Participate in planning and execution of executive initiatives and organizational priorities
• Conduct research, prepare reports, andassistin project coordination
• Serve as an operational and strategic extension of the Chief of Staff byanticipatingneeds,identifyingrisks, and ensuring follow\-through on essential initiatives.
• Assistwith presentations, planning, and sensitive projects at the discretion of the Chief of Staff

Qualifications:

Education \& Experience

• 4\+ years of experience in executive assistant, chief of staff support, or administrative operations roles
• Experience supporting VP\-level or C\-suite executives strongly preferred
• Proven experience in a fast\-paced, high\-growth, or startup environment
• Demonstrated ability to manageconfidential information and high\-judgment decision\-making

Technical Skills

• Strongproficiencyin Google Workspace, Microsoft Office, project management tools, and scheduling systems
• Ability to quickly learn internal systems such as ADP, Teams, internal dashboards, or new software
• Exceptional written and verbal communication skills
• Ability to build clear, structured documents and executive\-prepared materials

Soft Skills

• Demonstrated ability to support executives during high\-intensity seasons with professionalism.
• Thrives in an environment that requires rapid prioritization, adaptability, and responsiveness.
• Operates with an anticipatory mindset, oftenidentifyingneeds or issues before they arise.
• Highly organized with exceptional time management
• Strong interpersonal skills and emotional intelligence
• Proactive problem\-solver with a bias toward action
• Comfortable managing ambiguity and making informed decisions in real time

Attributes

• Trustworthy, discreet, and dependable
• Calm under pressure,solution\-orientedand mission\-driven
• Flexibleavailability to support urgent needs whenrequired
• Team\-oriented with a strong service mindset
• Anticipatory thinker who sees around corners

Success in First 90 Days

Month 1 – Learn \& Integrate

• Gain deep understanding ofIvim’smission, values, organizational structure, and operational workflows
• Buildstrong communicationrhythm with the Chief of Staff and executive team
• Assess current processes for scheduling, communication, travel, and project tracking
• Establish systems for confidentiality, mail processing, and internalorganization
• Begin understanding responsiveness expectations and executive rhythm alignment

Month 2 – Own \& Optimize

• Take full ownership of executive scheduling and priority management
• Implementstructure for recurring meetings, agendas, follow\-up, and documentation
• Streamline workflows that reduce bottlenecksand increase operational clarityfor the Chief of Staff
• Actively support cross\-functional coordination and communication

Month 3 – Elevate \& Expand

• Operateas a seamless operational extension of the Chief of Staff
• Demonstrate measurable improvements in executive efficiency, communication clarity, and operational flow
• Anticipate needs and prepare materials or solutions proactively
• Buildorganizationaltrust as a reliable, high\-caliber partner

What We Offer:

• Competitive compensation aligned with experience and market
• Comprehensive benefitspackage:health, dental, and vision
• 401(k) with employer match
• Generous PTO, paid holidays, and floating holidays
• Flexible hybrid schedule (Columbus\-based)
• Opportunities for professional growth and development
• A fast\-paced, mission\-driven environment where your work makes a meaningful impact
• Direct support and partnership with executive leadership

Ivím Health is an Equal Opportunity Employer:

Ivím Health is an equal opportunity employer and considers applicants without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, veteran status, or any other protected characteristic under applicable law.

Ivím Health is committed to providing reasonable accommodations for applicants with disabilities during the hiring process.

This job description is not intended to be an exhaustive list of responsibilities and may evolve based on business needs.