Executive Assistant & Business Operations Coordinator

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.