Executive Assistant

About Collectly:

Collectly is a fast growing and profitable healthcare tech startup that leverages proprietary interfaces with electronic health record systems to improve the patient financial experience. Over 300,000 patients are engaged daily across thousands of medical practices in the US to accelerate and increase patient cash flow, streamline pre and post-service billing operations, and provide the best patient experience that works for all demographics.

Job Overview:

We are seeking a highly motivated and organized Executive Assistant to join our fast growing company. As an Executive Assistant, you will play a critical role in maintaining efficient operations and ensuring smooth communication across various departments. This position requires exceptional attention to detail, outstanding communication skills, and the ability to handle confidential information with utmost discretion.

This is a remote role, candidates located in the United States only will be considered.

Key Responsibilities

• Provide comprehensive support to the executive team, anticipating needs, and delivering solutions before issues arise.
• Manage complex calendars for executives, schedule meetings, coordinate appointments, and ensure timely reminders.
• Arrange domestic and international travel, including flight reservations, hotel accommodations, and transportation arrangements for the executive team.
• Plan, organize, and coordinate executive-level meetings, including agenda preparation, meeting materials, and logistical arrangements. Take accurate meeting notes and follow up on action items.
• Provide administrative support to the executive team, such as expense tracking, invoice processing, supply management, and other administrative tasks.
• Quickly assess and resolve issues, including booking flights and handling domestic and international travel logistics, such as securing visas.
• Approach new challenges with confidence, even when they are unfamiliar or complex.
• Assist with the preparation of executive-level documents and presentations.
• Manage tasks and projects with minimal guidance, acting as a proactive problem solver and project manager.
• Possess real-word experience, demonstrating the ability to quickly learn and adapt to complex situations.
• Identify areas for improvement across the organization and take the initiative to implement changes, even beyond your immediate responsibilities.
• Understand the unique demands of working in a fast-growing startup, where flexibility and proactive problem-solving are key.
• Serve as the primary point of contact for internal and external stakeholders, screening and prioritizing phone calls, emails, and correspondence. Handle inquiries and provide information on behalf of executives as appropriate.
• Embrace the opportunity to learn from experienced founders, understanding that this role can be a stepping stone toward future endeavors.

Requirements

• Proven experience as an Executive Assistant, preferably supporting multiple executives in a fast-paced startup environment with a proven track record of handling complex problems and adapting to rapid changes.
• Exceptional organizational, communication, and problem-solving skills, with the ability to work independently and proactively.
• Proficient in using productivity tools and calendar management systems.
• Discretion and confidentiality in handling sensitive information.
• Strong problem-solving skills and the ability to work independently with minimal supervision.
• Flexible and adaptable to changing priorities and deadlines.
• Bachelor's degree required

What We Offer

• Unlimited PTO
• 100% employer covered medical benefits (including vision and dental).
• Stock Options
• 401K with Company Match
• Student Loan Contributions
• Compensation: DOE