Executive Assistant to the Chief of Staff

Job Title: Executive Assistant to the Chief of Staff Department: Executive Operations Reports To: Chief of Staff Location: Fully Remote Compensation: The base salary range for this position is $65,000.00 to $85,000.00 annually , depending on experience, seniority, and level of executive support background. This role is also eligible for an annual performance-based bonus. Because this position is hybrid and supports the executive office of a fast-scaling company, compensation reflects the need for high discretion, advanced problem-solving skills, and operational ownership. This position is classified as exempt under the Fair Labor Standards Act (FLSA). Who We Are Ivím Health is a telehealth company dedicated to transforming metabolic healthcare through personalized, evidence-based treatment. Our patient-first care model integrates GLP-1 therapy, nutrition support, and ongoing clinical guidance to help patients achieve sustainable results. We support patients nationwide through a fully remote team committed to innovation, transparency, and delivering healthcare with excellence. Position Overview The Executive Assistant to the Chief of Staff will serve as a critical right hand in supporting the Chief of Staff, and broader executive team at Ivim Health in a high-growth environment. This is a high-trust, high-visibility role responsible for optimizingworkflows, strengthening communication across the organization, and ensuring seamless execution of day-to-day operations within the executive office. This role requires exceptional judgment, professionalism, and the willingness to support urgent needs outside of traditional business hours on occasion. The ideal candidate thrives in a fast-paced, rapidly scaling environment with high-output executive rhythm, and operates with an anticipatory, ‘always one step ahead’ mindset. This candidate is equally comfortable handling confidential materials, managing complex schedules, supporting strategic initiatives, coordinating travel, and jumping into special projects that directly impact company performance. The Executive Assistant will play a pivotal role in creating structure, driving clarity, and enabling the Chief of Staff to operate at maximum effectiveness. This is an incredible opportunity for someone who is solutions-oriented, highly organized, and excited to support mission-driven leadership at a company transforming the future of wellness.

Key Responsibilities

Executive Support & Administrative Excellence

• Manage complex, fast-changing calendars for the Chief of Staff and executive team
• Coordinate internal and external meetings, ensuring clear agendas, prep materials, and follow-up actions
• Review, organize, and process confidential physical and digital mail
• Maintain strict confidentiality and handle sensitive information with discretion and integrity
• Anticipate needs and proactively resolve scheduling conflicts, bottlenecks, or operational risks
• Exercise exceptional judgment when triaging priorities, managing decision flow, and escalating urgent matters.

Operations & Workflow Optimization

• Maintain an ‘executive-level lens’ when supporting communication, time allocation, and project alignment.
• Support day-to-day operations of the executive office, helping streamline communication, documentation, and task flow
• Build repeatable processes for organization, calendar management, executive communication, and meeting cadence
• Assistwith project tracking, ensuring deadlines are clear, communicated, and met
• Prepare executive briefing documents, summaries, and internal communications as needed

Travel & Event Coordination

• Coordinate complex domestic travel, including flights, lodging, transportation, itineraries, and expense reconciliation
• Support planning for executive offsites, leadership meetings, and cross-functional events
• Serve as the point person forlogistics, ensuring smooth execution and prepared materials

Company Support & Cross-Functional Collaboration

• Work closely with HR, Marketing, Operations, Clinical, and Product to support cross-functional initiatives
• Assistwith onboarding preparation for executive-level hires or VIP visitors
• Support the Chief of Staff with research, administrative tasks, scheduling, and special projects
• Help uphold and communicate company culture, values, and operational standards

Special Projects & Strategic Support

• Participate in planning and execution of executive initiatives and organizational priorities
• Conduct research, prepare reports, andassistin project coordination
• Serve as an operational and strategic extension of the Chief of Staff byanticipatingneeds,identifyingrisks,

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