Senior Executive Assistant

El SegundoFull Timesenior

Executive AssistantAdministration & Office Support

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Overview

Overview Circadia Health is a rapidly scaling, Series B healthcare AI company transforming senior care through predictive analytics and agentic AI workflows across 300+ skilled nursing facilities and expanding into home health and hospice.

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Circadia Health is a rapidly scaling, Series B healthcare AI company transforming senior care through predictive analytics and agentic AI workflows across 300+ skilled nursing facilities and expanding into home health and hospice.

We are looking for a seasoned Executive Assistant to serve as a force multiplier across people, culture, and executive coordination. This is not a task-execution role — it is an ownership role. You will keep the company running smoothly, our people well-supported, and our leadership well-prepared, while also handling select personal and logistical matters for the CEO with discretion and care.

The right candidate brings deep experience supporting complex executives and high-growth organizations, a natural instinct for anticipating needs before they arise, and the entrepreneurial mindset to build systems and processes where none yet exist.

Serve as a strategic extension of the CEO — owning scheduling, travel, and communications with precision and foresight.
Manage complex executive calendars, proactively protecting time for high-priority work and ensuring readiness ahead of key meetings.
Coordinate domestic and international travel with seamless, end-to-end itineraries.
Draft, edit, and manage high-stakes correspondence on behalf of the CEO, adapting voice and detail level to the audience.
Manage NDAs and DocuSign agreements coordination end-to-end.
Prepare materials, briefing notes, and agendas for board meetings and leadership reviews.
Track and organize sales pipeline activity and follow-through to ensure nothing falls through the cracks.
Welcome and host interview candidates on-site, creating a strong first impression of Circadia.
Own the office environment — ensuring it is welcoming, stocked, and operationally smooth at all times.
Plan and execute team socials, off-site events, and culture-building moments.
Manage company swag program from selection to distribution.
Coordinate team catering, including lunch 3x per week and the sandwich bar.
Handle select personal tasks for the CEO with discretion, reliability, and no friction.
Manage time-sensitive personal logistics proactively, anticipating needs before they become urgent.

7+ years of experience as an Executive Assistant supporting C-level executives in complex, fast-moving environments.
Proven ability to manage multi-faceted personal and professional needs simultaneously with composure and discretion.
Experience working with entrepreneurial or self-directed executives — you know how to manage up, push back diplomatically, and anticipate needs.
Startup or high-growth company experience a strong plus; entrepreneurial background welcome.
Exceptional written communication — you write clearly, adapt to different voices, and know what level of detail each audience needs.
Highly organized, systems-oriented, and proactive — you build structure rather than waiting to be told.
Warm, personable, and culturally attuned — people enjoy working with you.
Tech-savvy: Google Workspace, Slack, Notion, DocuSign, and comfortable learning new tools quickly.