Description:
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
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Manage the COO's calendar, appointments, meetings, and scheduling priorities
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Serve as gatekeeper for the COO's time and attention
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Manage executive communications and correspondence
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Conduct research and prepare materials for strategic initiatives
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Support the COO during business travel and other company initiatives
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Maintain confidentiality regarding sensitive business and personnel matters
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Anticipate needs and proactively resolve issues before they become problems
Project Management & Leadership Support
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Monitor deliverables and deadlines for managers and direct reports to the COO
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Maintain accountability systems and follow up on outstanding action items
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Provide project coordination and administrative support for strategic initiatives
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Assist managers with troubleshooting, process improvement, and organizational needs
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Audit deliverable trackers and status updates
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Coordinate cross-functional projects and ensure timely completion of assigned work
Board, Shareholder & Corporate Governance Support
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Coordinate quarterly board meetings and shareholder meetings
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Manage board communications and meeting logistics
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Prepare meeting agendas, board packets, and supporting documentation
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Coordinate signatures and execution of corporate actions and resolutions
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Organize and maintain board records and governance documentation
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Partner with Accounting on preparation and distribution of financial materials
Meeting Management
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Schedule and coordinate management meetings and departmental check-ins
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Prepare agendas and supporting materials
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Record meeting minutes and track action items
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Coordinate follow-up activities and ensure completion of assigned tasks
Office Administration & Business Operations
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Coordinate certain office vendors and service providers
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Maintain storage unit agreements and related records
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Assist with office organization and operational improvements
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Support company-wide administrative needs and special projects
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Provide support to visitors, vendors, and external partners
Corporate Compliance & Entity Management
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Coordinate annual corporate filings and compliance requirements
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Manage business registrations and renewals
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Support company insurance renewals
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Assist with contract, lease, and agreement administration
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Coordinate trademark renewals and regulatory registrations
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Maintain corporate records and compliance documentation
Information Technology Administration
Serve as the primary internal administrator for a variety of business systems including:
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Microsoft 365 Administration
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User account management
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Licensing administration
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Distribution groups and shared mailboxes
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SharePoint administration
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Microsoft Forms administration
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Troubleshooting and user support
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Phone System Administration
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User setup and configuration
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Device management and provisioning
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Business Systems Administration
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QuickBase
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Caspio
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Sedna
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Synology
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Westfax
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Paylocity backup administration
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User onboarding and offboarding support
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Desktop and workstation setup
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Software installation and maintenance
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File management and system organization
Travel & Event Coordination
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Coordinate company travel arrangements including airfare, lodging, transportation, and itineraries
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Support planning and execution of marketing and business travel
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Maintain executive travel records and itineraries
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Coordinate company meetings, events, and special functions
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Assist with corporate event planning and logistics
Financial & Administrative Support
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Manage payroll approval workflows for designated departments
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Review and approve PTO requests as delegated
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Assist with executive expense reconciliation and documentation
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Coordinate administrative support with Accounting and Finance
Human Resources Support
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Provide backup support for recruiting platforms and hiring processes
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Assist with candidate coordination and interview scheduling
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Support onboarding and administrative HR processes
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Serve as a backup resource for payroll-related administrative tasks
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Partner with HR on office administration and employee support initiatives
Requirements:
Required Qualifications
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5+ years of experience supporting senior executives, business leaders, or owners
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Strong project management and organizational skills
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Demonstrated experience managing multiple priorities simultaneously
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Excellent written and verbal communication skills
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Advanced Microsoft Office and Microsoft 365 proficiency
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Experience administering business software platforms and technology systems
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Strong attention to detail and follow-through
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Ability to handle confidential information with discretion
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Exceptional problem-solving and critical-thinking skills
Preferred Qualifications
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Experience with SharePoint administration
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Experience with Quickbase, Caspio, Salesforce, Sedna, or similar business platforms
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Experience supporting board meetings or corporate governance activities
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Experience with office management and vendor administration
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Experience in healthcare, professional services, maritime, or operationally complex environments
Success Factors
The successful candidate will:
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Take ownership without requiring constant direction
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Anticipate needs before they become urgent
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Maintain exceptional organization and follow-through
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Build strong relationships across departments
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Balance competing priorities effectively
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Demonstrate professionalism, discretion, and sound judgment
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Act as a trusted partner to leadership while supporting the broader organization
What’s in it for you?
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A stable, growing company that wants to invest in you for the long haul!
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Professional office space with free gym and free parking.
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Flexible scheduling to help you balance your work and personal life.
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Excellent benefits to keep you healthy with a choice of three medical plans, alternative care, and dental insurance.
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Generous Paid Time Off and Paid Holidays – work your way up to 5 weeks of PTO a year!
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401k Retirement Plan with Employer Matching to help you achieve your retirement goals.
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An open, honest, and inclusive environment where you can be a part of the solution.
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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.
