People Matter

Executive Assistant to the CFO/ Office Manager

SWORD Health

SWORD Health

Administration, Accounting & Finance, Operations
New York, NY, USA
Posted on Thursday, February 15, 2024
Sword Health is on a mission to free two billion people from pain as the world’s first and only end-to-end platform to predict, prevent and treat pain.
Delivering a 62% reduction in pain and a 60% reduction in surgery intent, at Sword, we are using technology to save millions for our 2,500+ enterprise clients across three continents. Today, we hold the majority of industry patents, win 70% of competitive evaluations, and have raised more than $300 million from top venture firms like Founders Fund, General Catalyst, and Khosla Ventures.
Recognized as a Forbes Best Startup Employer in 2023, this award highlights our focus on being a destination for the best and brightest talent. Not only have we experienced unprecedented growth since our market debut in 2020, but we’ve also created a remarkable mission and value-driven environment that is loved by our growing team. With a recent valuation of $2 billion, we are in a phase of hyper growth and expansion, and we’re looking for individuals with passion, commitment, and energy to help us scale our impact.
Joining Sword Health means committing to a set of core values, chief amongst them to “do it for the patients” every day, and to always “deliver more than expected” on behalf of our members and clients.
This is an opportunity for you to make a significant difference on a massive scale as you work alongside 800+ (and growing!) talented colleagues, spanning two continents. Your charge? To help us build a pain-free world, powered by technology, enhanced by people — accessible to all.
Sword Health seeks a professional to spearhead our New York office operations and oversee the agenda and travel arrangements for our Chief Financial Officer (CFO). As the primary point of contact of the CFO, you will collaborate directly with the CFO on a diverse range of administrative tasks for the CFO and finance team. Moreover, you will assume responsibility for managing the New York office, fostering a dynamic work environment, and ensuring optimal attendance.

What You Will Do:

  • Manage comprehensive office services encompassing reception (as needed), shipping and mail, kitchen upkeep and supplies, office provisions, building maintenance, and other general office duties.
  • Oversee office maintenance and liaise with property management, safety/ security, janitorial staff, internet and audio/visual services, and various vendors to ensure a well-stocked, clean, and functional workspace.
  • Act as the primary contact for maintenance, mail, shipping, supplies, equipment, bills, and errands.
  • Greet clients and internal/external visitors, promptly addressing or directing inquiries.
  • Assist in organizing, scheduling, and executing onsite events.
  • Handle incoming and outgoing phone calls, both internal and external.
  • Manage the CFO's calendar and provide executive assistant support, namely:
  • Coordinate and manage the CFO's calendar, including scheduling meetings, appointments, and conference calls, ensuring alignment with priorities and objectives.
  • Proactively anticipate scheduling conflicts and make necessary adjustments to optimize the CFO's time and availability.
  • Arrange travel accommodations and itineraries for the CFO, including flights, accommodations, ground transportation, and any necessary logistics, considering preferences and efficiency.
  • Request to stakeholders meeting agendas, briefing materials, and necessary documentation for the CFO's engagements, ensuring they are well-prepared and equipped for each interaction.
  • Serve as a liaison between the CFO and internal/external stakeholders, managing communication and correspondence efficiently and professionally.
  • Assist with expense reporting, reimbursement requests, and other financial support tasks, ensuring accuracy and compliance with company policies and procedures.

What You Will Need:

  • 3+ years of experience in office management or other administrative roles.
  • Proficiency in managing complex schedules and logistics.
  • Ability to handle confidential and time-sensitive matters with discretion.
  • Strong attention to detail, resourcefulness, flexibility, organizational prowess, and proven collaboration skills to effectively manage and prioritize tasks and projects.
  • Self-starter mentality, confidence, and adept problem-solving abilities are highly valued.
  • Demonstrated sound judgment and the ability to make autonomous decisions.
  • NO Remote or hybrid work policy - we need this person to be present at the office
US Sword Benefits & Perks: *Eligibility: Full-time employees regularly working 25+ hours per week
Comprehensive health, dental and vision insurance*
Equity Shares*
Discretionary PTO Plan*
Parental leave*
Flexible working hours
Remote-first Company
Internet Stipend for remote working
Paid Company Holidays
Free Digital Therapist for you and your family
*Eligibility: Full-time employees regularly working 25+ hours per week
Portugal - Sword Benefits:
Health, dental and vision Insurance
Meal Allowance
Equity Shares
Portugal - Sword Perks:
Remote Work Allowance
Flexible working hours
Work from home
Unlimited Vacation
Snacks and Beverages
English Class
Unlimited access to Coursera Learning Platform
*US Applicants Only: Applicants must have a legal right to work in the United States, and immigration or work visa sponsorship will not be provided.*
SWORD Health, which includes SWORD Health, Inc. and Sword Health Professionals (consisting of Sword Health Care Providers, P.A., SWORD Health Care Providers of NJ, P.C., SWORD Health Care Physical Therapy Providers of CA, P.C.*) complies with applicable Federal and State civil rights laws and does not discriminate on the basis of Age, Ancestry, Color, Citizenship, Gender, Gender expression, Gender identity, Gender information, Marital status, Medical condition, National origin, Physical or mental disability, Pregnancy, Race, Religion, Caste, Sexual orientation, and Veteran status.