Executive Assistant & Business Operations Coordinator

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

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...