Position Summary

SphereMD is seeking a highly organized, proactive, and resourceful Executive Assistant to serve as a strategic partner to the Chief Operating Officer. This is not a traditional administrative support role. The Executive Assistant serves as a central coordinator across operations, technology, project management, board administration, office management, and executive support functions. 

The ideal candidate thrives in a fast-paced environment, exercises sound judgment, anticipates needs before they arise, and is comfortable managing multiple priorities while interacting with leaders across the organization. This position plays a critical role in ensuring organizational efficiency, accountability, and operational continuity.

Key Responsibilities

Executive Support & COO Partnership

• Manage the COO's calendar, appointments, meetings, and scheduling priorities 
• Serve as gatekeeper for the COO's time and attention 
• Manage executive communications and correspondence 
• Conduct research and prepare materials for strategic initiatives 
• Support the COO during business travel and other company initiatives 
• Maintain confidentiality regarding sensitive business and personnel matters 
• Anticipate needs and proactively resolve issues before they become problems 

Project Management & Leadership Support

• Monitor deliverables and deadlines for managers and direct reports to the COO 
• Maintain accountability systems and follow up on outstanding action items 
• Provide project coordination and administrative support for strategic initiatives 
• Assist managers with troubleshooting, process improvement, and organizational needs 
• Audit deliverable trackers and status updates 
• Coordinate cross-functional projects and ensure timely completion of assigned work 

Board, Shareholder & Corporate Governance Support

• Coordinate quarterly board meetings and shareholder meetings 
• Manage board communications and meeting logistics 
• Prepare meeting agendas, board packets, and supporting documentation 
• Coordinate signatures and execution of corporate actions and resolutions 
• Organize and maintain board records and governance documentation 
• Partner with Accounting on preparation and distribution of financial materials 

Meeting Management

• Schedule and coordinate management meetings and departmental check-ins 
• Prepare agendas and supporting materials 
• Record meeting minutes and track action items 
• Coordinate follow-up activities and ensure completion of assigned tasks 

Office Administration & Business Operations

• Coordinate certain office vendors and service providers 
• Maintain storage unit agreements and related records 
• Assist with office organization and operational improvements 
• Support company-wide administrative needs and special projects 
• Provide support to visitors, vendors, and external partners 

Corporate Compliance & Entity Management

• Coordinate annual corporate filings and compliance requirements 
• Manage business registrations and renewals 
• Support company insurance renewals 
• Assist with contract, lease, and agreement administration 
• Coordinate trademark renewals and regulatory registrations 
• Maintain corporate records and compliance documentation 

Information Technology Administration

Serve as the primary internal administrator for a variety of business systems including: 

• Microsoft 365 Administration 
• User account management 
• Licensing administration 
• Distribution groups and shared mailboxes 
• SharePoint administration 
• Microsoft Forms administration 
• Troubleshooting and user support 
• Phone System Administration 
• User setup and configuration 
• Device management and provisioning 
• Business Systems Administration 
• QuickBase 
• Caspio 
• Sedna 
• Synology 
• Westfax 
• Paylocity backup administration 
• User onboarding and offboarding support 
• Desktop and workstation setup 
• Software installation and maintenance 
• File management and system organization 

Travel & Event Coordination

• Coordinate company travel arrangements including airfare, lodging, transportation, and itineraries 
• Support planning and execution of marketing and business travel 
• Maintain executive travel records and itineraries 
• Coordinate company meetings, events, and special functions 
• Assist with corporate event planning and logistics 

Financial & Administrative Support

• Manage payroll approval workflows for designated departments 
• Review and approve PTO requests as delegated 
• Assist with executive expense reconciliation and documentation 
• Coordinate administrative support with Accounting and Finance 

Human Resources Support

• Provide backup support for recruiting platforms and hiring processes 
• Assist with candidate coordination and interview scheduling 
• Support onboarding and administrative HR processes 
• Serve as a backup resource for payroll-related administrative tasks 
• Partner with HR on office administration and employee support initiatives 

Required Qualifications

• 5+ years of experience supporting senior executives, business leaders, or owners 
• Strong project management and organizational skills 
• Demonstrated experience managing multiple priorities simultaneously 
• Excellent written and verbal communication skills 
• Advanced Microsoft Office and Microsoft 365 proficiency 
• Experience administering business software platforms and technology systems 
• Strong attention to detail and follow-through 
• Ability to handle confidential information with discretion 
• Exceptional problem-solving and critical-thinking skills 

Preferred Qualifications

• Experience with SharePoint administration 
• Experience with Quickbase, Caspio, Salesforce, Sedna, or similar business platforms 
• Experience supporting board meetings or corporate governance activities 
• Experience with office management and vendor administration 
• Experience in healthcare, professional services, maritime, or operationally complex environments 

Success Factors

The successful candidate will: 

• Take ownership without requiring constant direction 
• Anticipate needs before they become urgent 
• Maintain exceptional organization and follow-through 
• Build strong relationships across departments 
• Balance competing priorities effectively 
• Demonstrate professionalism, discretion, and sound judgment 
• Act as a trusted partner to leadership while supporting the broader organization 

What’s in it for you?

• A stable, growing company that wants to invest in you for the long haul! 
• Professional office space with free gym and free parking. 
• Flexible scheduling to help you balance your work and personal life. 
• Excellent benefits to keep you healthy with a choice of three medical plans, alternative care, and dental insurance. 
• Generous Paid Time Off and Paid Holidays – work your way up to 5 weeks of PTO a year! 
• 401k Retirement Plan with Employer Matching to help you achieve your retirement goals. 
• An open, honest, and inclusive environment where you can be a part of the solution. 
• Perks such as a casual dress code, free snacks, and fun! 

Key Information

This position will work out of our Vancouver, WA office. This is a fulltime role, working 40 hours per week, Monday – Friday with flexible hours and a salary range of $75,000-$85,000 per year, depending on experience. This position RARELY calls for working outside of scheduled working hours. This is not a remote position.