Job Description – CTO/COO Executive Assistant 

Reports To 

CTO/COO 

Summary 

AxisCare is in search of an Executive Assistant to support the Chief Technology & Operations Officer, who oversees all software development efforts, operations, and overall platform security and reliability.

The Assistant to the CTO will coordinate and manage the CTO’s scheduling, prepare, and organize information, and support the growth of the business through anticipating and proactively addressing the CTO’s priorities. This role serves as the eyes and ears for the CTO, managing communications with senior leaders, external partners, and projects in development, while providing critical business information to the CTO.

The Assistant to the CTO will ensure meetings and materials are well-managed and will be the trusted frontline partner to manage and triage incoming requests for the CTO’s time and attention. The dynamic nature of this role requires that the ideal candidate have exemplary time management skills and the ability to quickly learn and anticipate the CTO’s needs.

The Assistant to the CTO must interact judiciously with a broad range of individuals including members of the Senior Leadership Team, clients, and leaders that report to the CTO. The successful candidate will handle highly sensitive and confidential financial, personnel and institutional information while exercising professionalism and discretion. 

Key Responsibilities 

1. Manage the CTO’s calendar and commitments.

• Work directly with the CTO to support all aspects of their daily work routine.

• Forecast, schedule, prepare logistics and communicate details of meetings, appointments, annual/security/policy reviews, and travel.

• Exercise discretion in committing time and evaluating needs.

• Filter and attend to the day-to-day functions that are part of the CTO’s role. Serve as a liaison between the CTO and the stakeholders requesting his time. This includes receiving and screening the CTO’s emails, phone calls and visitors; answering a variety of questions with tact and diplomacy; and gathering preliminary information from stakeholders to maximize the CTO’s interactions.

• Schedule and prepare logistically for company events such as departmental meetings, in-town meetings for remote teammate visits; holiday events; departmental milestones, anniversaries, birthday celebrations, etc.

1. Organize and distribute critical business information.

• Proactively manage internal and external meetings by calendaring with key constituents, gathering agenda items, creating slide decks, setting up meeting logistics, taking notes with a focus on actionable items, distributing minutes, and managing action items for follow through.

• Prioritize matters of attention for the CTO; redirect matters to other team members to handle, or handle matters personally, as appropriate. Keep the CTO advised of time-sensitive and priority issues and ensure appropriate follow-up.

• Maintain confidentiality while handling sensitive information in a timely and precise manner.

1. Conduct research and prepare data to advance CTO priorities.

• Research and compile a variety of products, including slide decks, presentations, white papers, special projects, spreadsheets, reports, white papers, and KPIs for internal and external stakeholders.

• Prepare, reconcile, and submit expense reports and other documentation.

• Other additional and/or alternative duties as assigned from time to time, including supporting other departments or Executives, as needed.

General Duties

• MoM- Meeting of minutes

  • Leaders

  • Senior Leaders

  • Dev Leaders

• Schedule internal and external meetings

  • Interviews

  • Sales

  • Product investigation

  • High priority clients

• Scheduling

  • Annual reviews

  • Security reviews

  • Policy reviews

• Reports

  • Gather data / KPI’s.

• Create slide decks.

  • Board meetings

  • Sales meetings

• Expense reports / documentation

  • Travel

  • Holiday party planning

  • Meal planning

• Personal Tasks

  • Birthday

  • Anniversaries

  • Holidays

  • Schedule personal retreats

Qualifications

• Bachelor's degree required.

• Minimum of 5 years of experience in executive administration support functions, including typing and note-taking.

• Proficient in Microsoft office (Outlook, word, Excel, and Power Point), Adobe, Acrobat, and social media web platforms.

Skills and Attributes

• A poised and polished communicator, both in person and in writing.

• A self-starter with a “can-do” attitude and the ability to work well under pressure.

• A judicial problem-solver and strategic thinker.

• Excellent organizational skills, attention to detail, ability to multi-task and prioritize, and the ability to work independently without direct daily supervision.

• Very strong interpersonal skills, with the emotional intelligence required to promote positive relational dynamic while maintaining firm boundaries.

Working Conditions

• Manual dexterity required to use desktop computer and peripherals. 

• Utilization of Microsoft Office 365 and email to perform job functions.

Compensation and Equipment 

• Salary (TBD based on job experience and skill level) 

• Medical insurance is covered in full for the employee (Medical, Dental and Vision) 

• Company will provide laptop and other needed computer equipment. 

Location: onsite at company headquarters in Waco, Texas 

About AxisCare 

According to Pew Research, roughly 10,000 baby boomers turn 65 every day, and the American Society on Aging calculated that an American has a 70% chance of needing help with activities of daily living such as dressing, bathing, hygiene, etc. This has led to an unprecedented increase in Home Care agencies in the U.S. and abroad who strive to help those who have difficulty helping themselves, specifically offering non-medical (also referred to as non-skilled) services to seniors in their homes. 

AxisCare was started in 2011 by industry leaders to help meet the demand for a more user-friendly and mobile-compatible solution. Our product is a web-based management platform that helps agencies manage CRM and marketing, Caregiver/Client scheduling, billing, payroll and much more. Headquartered in Waco, TX, AxisCare has clients in all 50 states as well as 6 other countries. We are a fast-growing company seeking high-performing individuals looking for a fast-paced, autonomous working environment.