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Arcadia

Posted 4 months ago

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Executive Assistant / Office Manager

BostonOn-siteFull-time

AI Summary

Senior executive support and office operations lead for Arcadia's Boston office, partnering with C-level executives while overseeing office readiness, vendor relations, and RTO implementation.

About this role

Arcadia is dedicated to happier, healthier days for all. We believe that there is a better healthcare world – one powered by data. Our platform transforms complex, diverse data into a unified foundation for health, helping organizations deliver better care, boost revenue, and lower costs.

We’re a team of fiercely driven individuals committed to making healthcare more sustainable—and we’re looking for passionate people to help us get there.

For more information, visit arcadia.io.

Why This Role Is Important to Arcadia

This role serves as a senior operational leader providing dedicated support to select C-level executives, overseeing Arcadia’s physical office environment, and supporting our Return to Office (RTO) initiative.

The role provides high-level administrative, operational, and coordination support that enables leadership to focus on Arcadia’s most important priorities. Acting as a trusted partner, this role manages complex calendars, prepares executives for meetings, coordinates communications, and helps drive follow-through on key initiatives across the organization.

In addition to executive partnership, this role owns the day-to-day operations of Arcadia’s Boston office, ensuring that in-person work, collaboration, and leadership presence are executed smoothly, consistently, and in alignment with company expectations.

This strategic role requires strong judgment, autonomy, decision-making, and acts as a critical connector between executives, People Operations, IT, vendors, and employees. The ideal candidate thrives in a fast-moving, dynamic environment where hybrid staff flow in and out, seamlessly integrating executive support with onsite operations to create a polished, efficient, and welcoming experience for leadership, employees, and guests.

What Success Looks Like
In 3 months
- Learn executive preferences and routines; begin proactively managing select executive logistics with minimal direction 
- Learn company processes, organizational structure, and communication norms 
- Build strong working relationships with People Ops, IT, building management, office vendors 
- Take ownership of daily office operations and onsite experience 
- Understand Arcadia’s hybrid / RTO expectations and operating norms 

In 6 months
- Anticipate executive needs and operational risks before they surface 
- Own logistics for executive travel, offsites, and visiting guests
- Independently manage office operations, vendors, and onsite logistics; negotiate and manage vendor relationships to ensure the best support for the office 
- Act as the operational point person for RTO execution and office readiness 
- Create a consistent, well-run experience for employees and visitors using the office 

In 12 months
- Serve as a trusted strategic partner to executives: anticipating needs, managing communication flows
- Support long-term planning for onsite collaboration, offsites, and key meetings 
- Serve as a trusted operational partner to leadership on workplace and onsite strategy 
- Own office budgets, vendor contracts, and renewal planning 
- Continuously improve office operations and RTO execution based on feedback and usage patterns 

What You'll Be Doing


    • Executive Support
  • Provide high-level administrative and operational support to select C-Level executives
  • Manage complex calendars, meetings, travel, and onsite logistics with anticipation and discretion
  • Coordinate leadership offsites, board-related logistics, and key in-person events – specifically including scheduling, room bookings, agendas, IT needs, catering, and attendee communication
  • Act as a trusted extension of executive leadership, handling sensitive matters professionally

    • Office Operations
  • Own the daily operations, readiness, and functionality of Arcadia’s Boston office
  • Ensure the office environment supports collaboration, productivity, and privacy requirements
  • Manage office vendors, building relationships, supplies, and service providers
  • Coordinate office access, equipment, seating, and onsite logistics in partnership with IT
  • Identify and resolve operational issues independently, escalating when appropriate

    • Return to Office Implementation
  • In partnership with a chair/executive sponsor, oversee the work of the Arcadia Together (RTO) Task Force; partner in the execution of related activities
  • Coordinate logistics related to leadership presence, anchor days, visiting teams, and onsite meetings
  • Track patterns and operational signals related to office usage and in-person collaboration
  • Surface insights, risks, or improvement opportunities to leadership

    • Frontline Support
  • Serve as the primary point of contact for employees, visitors, and vendor partners
  • Support onboarding logistics for Boston-based employees and visitors
  • Triage employee questions and route appropriately to People Ops, IT, Finance, leadership, or other units, as appropriate

    • What You'll Bring

  • 7+ years experience in office operations, executive support, workplace operations, or business operations roles
  • Demonstrated ability to operate independently with sound judgment
  • Experience supporting senior executives in dynamic environments
  • Strong project management and organizational skills
  • Excellent communication skills and professional discretion
  • Comfort balancing executive support with broader operational ownership

    • Would Love for You to Have

  • Experience owning office operations or workplace programs, including facilities operations and general best practices
  • Experience supporting hybrid or return-to-office environments
  • Experience managing vendors, contracts, and office/operational budgets
  • Prior exposure to People Ops or HR partnership

    • What You'll Get

  • Be a part of a mission-driven company that is transforming the healthcare industry by changing the way patients receive care
  • Work closely with a high-caliber leadership team driving meaningful healthcare transformation
  • A flexible, remote-friendly company with personality and heart
  • Employee-driven programs and initiatives for personal and professional development
  • Become a member of the talented, energized, diverse and purpose-driven Arcadian Community

    • Skills

    Board LogisticsBudget ManagementCalendar ManagementCatering CoordinationC-suite LiaisonEvent CoordinationExecutive SupportFacilities CoordinationIT CoordinationMeetings CoordinationOffice Access ControlOffice OperationsOffsites PlanningOnsite Experience OptimizationOnsite LogisticsPeople Ops CollaborationRoom BookingsRTO CoordinationTravel CoordinationVendor ContractsVendor ManagementVendor Negotiation

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