Executive Assistant

About Spring Health

Spring Health is a global mental health company dedicated to removing all obstacles to mental health care. We strive to create a world where accessing support is straightforward, personalized, and accompanies individuals throughout their careers, relocations, insurance plans, and life stages. Our AI-driven platform delivers tailored assistance across self-help tools, coaching, therapy, medication management, and specialized care. Validated by JAMA Network Open and the Validation Institute, Spring Health serves over 170 million people worldwide through partnerships with leading employers and health plans.

As an AI-native organization, we emphasize leveraging technology to enhance the reach, quality, and human-centered nature of care. Every team member is encouraged to thoughtfully use AI, apply critical judgment to its outputs, and build fluency in AI to support their role and our mission.

Role Overview

We are looking for a highly organized, proactive, and service-focused Executive Assistant to support key executives in our New York office and ensure a seamless on-site experience for employees and visitors. This position plays a vital operational role in the NY office, assisting two C-Suite leaders. The role is full-time and hybrid, requiring three days a week in-person presence at the New York office, reporting to the Manager of Executive Support. Occasional travel for team or company events may be necessary.

Responsibilities

• Provide proactive administrative support to executive leaders by managing calendars, priorities, meeting preparations, and follow-up actions.
• Coordinate complex scheduling for interviews, leadership gatherings, and cross-functional meetings involving internal and external parties.
• Prepare comprehensive meeting agendas, materials, briefing notes, and relevant background information for leaders before meetings.
• Monitor action items, deadlines, and follow-ups to maintain project momentum and ensure nothing is overlooked.
• Act as a trusted communication link between leaders and stakeholders, handling messages with professionalism, discretion, and urgency.
• Organize logistics for recurring leadership forums, team meetings, on-site/off-site events, and departmental assemblies.
• Support planning and execution of department-wide All Hands meetings and other leadership engagements, managing agendas, materials, logistics, and post-event tasks.
• Arrange domestic and international travel, including flights, accommodations, local transportation, itineraries, and visa processing as required.
• Draft, proofread, and refine various business communications such as emails, memos, agendas, presentations, and meeting notes.
• Maintain organized and confidential records, documents, and team resources to ensure accuracy and accessibility.
• Process expense reports and reimbursements promptly and accurately.
• Employ AI tools thoughtfully to enhance efficiency and quality in workflows, including drafting communications, summarizing meetings or materials, organizing information, and simplifying repetitive tasks.
• Keep leaders informed by highlighting relevant context, flagging scheduling conflicts, and anticipating upcoming requirements.
• Manage shifting priorities and urgent demands with sound judgment, composure, and resourcefulness.

Indicators of Success

• Executives are consistently well-prepared, informed, and able to optimize their schedules.
• Calendar management, travel arrangements, expenses, and meeting logistics run smoothly with minimal conflicts or last-minute disruptions.
• Stakeholders experience timely, polished, and professional communications through your management.
• Leadership meetings and forums are well-organized, thoughtfully prepared, and properly followed up on.
• Action items and deadlines are clearly tracked and reliably completed.
• Confidential and sensitive materials are handled with discretion, integrity, and prudent judgment.
• AI and productivity tools are responsibly leveraged to save time, improve accuracy, reduce manual work, and build scalable support systems.
• You adapt quickly to changing priorities, bringing calm, order, and solutions to dynamic situations.
• Continuously seeking opportunities to enhance workflows, lower friction, and increase team effectiveness.

Qualifications

• Minimum of 3 years’ experience as an Executive Assistant, Administrative Assistant, or related role supporting executives or senior leadership.
• Capable of working from the NYC office three days weekly and coordinating effectively with both in-person and remote colleagues and stakeholders.
• Exceptional organizational capabilities to juggle multiple priorities, deadlines, and dynamic tasks in a fast-paced environment.
• Expertise in calendar management including prioritization, conflict resolution, and optimizing leaders’ focus time.
• Strong written and verbal communication, confident in engaging professionally with stakeholders at all organizational levels.
• Good judgment and discretion when handling confidential or sensitive information.
• Proactive approach to anticipate needs, highlight potential issues, and take initiative without direct requests.
• Meticulous attention to detail in preparing materials, managing logistics, and maintaining accurate information.
• Comfortable using AI and other productivity tools to increase efficiency, streamline processes, compose initial drafts, summarize content, and automate routine tasks.
• Proficiency with Google Workspace, Slack, Zoom, and other collaboration and productivity platforms.
• Ability to remain calm, adaptable, and solutions-driven when priorities shift or urgent matters arise.

Compensation & Benefits

The salary range for this position is $94,350 to $119,420 per year, accompanied by a comprehensive total rewards package including benefits. Actual compensation is influenced by factors such as experience, location, and internal pay equity. Annual compensation reviews utilize the Radford Global Compensation Database to maintain fairness and competitiveness.

Employee Benefits include:

• Health, dental, and vision insurance effective from the first day, including One Medical access, Health Savings Accounts (HSA), and Flexible Spending Accounts (FSA) with up to $1,000 employer contributions for HSA depending on plan.
• Employer-matched 401(k) retirement contributions up to 2%.
• Annual access to no-cost visits with Spring Health's network therapists, coaches, and medication management providers for employees and dependents.
• Generous paid time off covering vacation, sick leave, and company holidays.
• Parental leave benefits including 18 weeks for birthing parents and 16 weeks for non-birthing parents after six months tenure.
• Access to Noom for personalized weight management based on psychological principles.
• Fertility support through Carrot plus reimbursement up to $4,000 for fertility-related expenses.
• Wellhub subscription offering fitness, mindfulness, nutrition, and sleep resources.
• BrightHorizons sponsored child care, backup care, and elder care services.
• Up to $1,000 yearly professional development reimbursement.
• $200 annual charitable donation matching.

Additional Information

Spring Health values diversity and encourages applicants from underrepresented groups to apply even if they do not meet all qualifications. The company is committed to equal opportunity employment, nondiscrimination, and providing reasonable accommodations to qualified individuals with disabilities or special needs.