Overview
Executive Assistant Jobs in United States at Swooped
Title: Executive Assistant
Company: Swooped
Location: United States
Swooped is a Talent Platform (not a staffing agency). We are not the employer for this role and do not make hiring decisions. Clicking “Apply” takes you to Swooped to review the role and hiring company details.
About the Opportunity
Healthcare in the U.S. is fundamentally broken. The system is so complex that 88% of U.S. adults do not have the health literacy necessary to navigate it without help. The organization cuts through the red tape of healthcare by pairing patients with expert advocates and giving them the tools to make better decisions—and get better outcomes.
The organization is a Series C startup, backed by several prominent venture capital firms. The U.S. based team is lean, mission-driven, and growing quickly.
This is not a place to coast. The mission is to redefine healthcare—and that demands urgency, precision, and heart. If you’re looking to stretch yourself, sharpen your edge, and do the best work of your life alongside a team that cares deeply, you’re in the right place. The environment is intense, and that is preferred.
About the Role
The organization is looking for an Executive Assistant to provide dedicated support to the Founder’s Office, including both Co-Founders and C-suite leaders. This role is a strategic partner responsible for enabling executives to operate efficiently, stay focused on high-impact priorities, and maintain strong operational cadence across the organization.
This position will manage complex calendars, meetings, communication flow, travel, and executive coordination, while also supporting cross-functional initiatives, high-impact business functions, and occasional personal matters that enable executives to operate at their best. The ideal candidate brings exceptional judgment, attention to detail, and the ability to anticipate needs before they arise. This is a high-trust, high-visibility role that is foundational to the organization’s ability to scale.
Key Responsibilities
- Own complex, multi-time-zone calendar management, prioritizing meetings based on urgency, impact, and strategic value.
- Protect executive time by triaging inbound requests, managing hold blocks, and proactively resolving scheduling conflicts.
- Support the planning and execution of leadership meetings, team offsites, and large-scale company events.
- Act as a proxy in meetings when needed, capturing detailed notes, clarifying decisions, and driving follow-through on action items.
- Draft, edit, and send communications on behalf of executives with professionalism, clarity, and strong executive presence.
- Serve as a primary point of contact between executives and internal leaders, external partners, vendors, and stakeholders.
- Digest, summarize, and escalate key information, updates, risks, or insights while maintaining strict confidentiality.
- Support leadership operating cadence (staff meetings, business reviews, planning sessions, offsites) by owning agendas, note-taking, action tracking, and follow-through.
- Build and continuously improve systems, templates, and processes that enhance executive productivity and organizational effectiveness.
- Manage end-to-end travel logistics, itineraries, reservations, and expense reporting with meticulous attention to detail.
- Ensure seamless operational execution during high-volume periods, travel, or periods of rapid change.
Required Qualifications
- 5+ years of experience supporting senior executives, preferably at the VP or C-suite level in a high-growth, fast-paced environment.
- Experience working in a legal environment, such as a law firm.
- Exceptional calendar management, prioritization, and organizational skills.
- Strong written and verbal communication skills, with the ability to draft clear, concise executive-level messaging.
- Demonstrated judgment, professionalism, and ability to handle highly confidential information.
- Excellent project management skills with a strong bias toward execution and follow-through.
- Ability to anticipate needs, solve problems independently, and stay ahead of deadlines.
- Comfort operating in a dynamic, sometimes ambiguous environment while maintaining calm and clarity.
- High EQ and ability to navigate cross-functional relationships with empathy, tact, and confidence.
- Background in startups, healthcare, technology, legal, or complex operational environments.
Applicants must be based in the United States.
Additional Information
The hiring company is an equal opportunity employer committed to building a diverse and inclusive team.
