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Executive Assistant / Office Manager



Administration, Operations
Austin, TX, USA
Posted on Thursday, March 2, 2023

Company Overview

Historically known as healthcare’s data science platform, ClosedLoop has now also begun to pioneer the use of generative AI to deliver personalized support to patients and providers. With a passion for service and a thirst for revolution, we are dedicated to improving health and wellbeing for people everywhere. Through the use of innovative technology and compassionate support at every stage in patients journeys, we offer solutions for patients directly and for members of their care team.

What sets us apart from the competition is our well-established reputation and history of innovation, excellence, and partnership. Competing in and winning the CMS AI Health Outcomes Challenge in April 2021 put us on the map by surpassing 300 other contenders (IBM, Accenture, Deloitte, Merck, Mayo Clinic, etc.) to win the $1.6 million grand prize.

We welcomed 2024 with another milestone … Our third consecutive year being named Best in KLAS for Healthcare AI. One of our industry’s most prestigious honors, KLAS uses direct customer experience and satisfaction data from interviews by KLAS Research to score healthcare technology companies.

Now on the precipice of more exciting accomplishments and discoveries yet to be realized, we will always be guided by a commitment to do good in order to positively impact the future of Healthcare.

We’re ready to help change the world. Are you? Come join us!

About the Team

Built and based in Austin, Texas, we are a small but mighty team of “Closers” who are passionate about changing the future of healthcare. With numerous accolades in our trophy case, we have been repeatedly recognized by the Austin Business Journal as a “Best Places to Work” and Built In as a “Best Startups” for our culture and employee-centric programming. We believe in empowering our teams to do their best work, offer generous employee benefits that include 100% paid medical insurance for employees and their dependents, flexible PTO, paid parental leave, 401k, and ongoing learning and team building opportunities.

We believe that diverse teams are stronger teams and understand that building for the future includes embracing and honoring different backgrounds and experiences. Doing so creates the foundation for our ability to build systems that drive unbiased outcomes. We strive to create a supportive team high in rigor, with a constant improvement mindset. We believe that teams high in trust innovate faster and better, collaborate more effectively, and love their work more. If this sounds like a place where you can see yourself building for a future that transforms healthcare, we’d love for you to join us!

About the Role

A highly dynamic position, The Executive Assistant/Office Manager is a position that requires exceptional organization, flexibility, energy, proactivity, creativity and attention to detail. As a key partner to the CEO, the EA is responsible for support of the executive team, management of the ClosedLoop office, in addition to heavy partnership with the HR and Operations teams to implement and manage cultural events and programming.

The Day to Day

  • Support executive team with calendar management, scheduling meetings, coordination of travel arrangements, and performing general assistant tasks
  • As needed personal support to the CEO, including travel arrangements, household management, appointment booking, etc.
  • Perform general maintenance and upkeep of the office, including but not limited to liaising with the building manager and outside vendors, shipping and receiving deliveries, ordering snacks, furniture, kitchen supplies, cleaning, etc.
  • Support the HR and IT teams with equipment setup, delivery, return, re-imaging as well as maintain an accurate inventory of current company tech equipment
  • Build and manage relationships with vendors and negotiate vendor contracts
  • Coordinate scheduling of team meetings and manage meeting material
  • Own the planning and execution of company happy hours, parties, team activities, and more
  • Research and order employee gifts, company apparel, and promotional materials as needed
  • Heavy involvement with cultural programming to include event planning, team building, conferences, retreats, and after hours events
  • Partnership with HR to support the stewardship of internal Culture Committee and ongoing involvement with initiatives that reinforce and support our mission, vision, and values

The Right Person for the Job

  • Ability to work onsite at our office location in Austin, TX
  • Excited to learn and grow
  • Ability to think on your feet
  • Exceptional organizational skills
  • Expert at prioritizing
  • Ability to multitask
  • Strong writing and communication skills
  • Ability to creatively approach problems and think outside the box
  • Interested in working at a start-up
  • A strong desire to serve as a force for good and a predisposition to see the best in people
  • Ability to work autonomously and with limited direction
  • High energy, positive outlook, natural ability to turn lemons into lemonade

Why ClosedLoop

  • Competitive salary
  • Equity
  • 100% company covered for medical, dental, and vision for employees and their families
  • Flexible PTO
  • 401K
  • HSA & FSA options
  • Short & long-term disability
  • Parental leave
  • Life insurance
  • Other perks like team lunches, a fully stocked kitchen, and happy hours

What employees are saying about ClosedLoop:

  • "Exciting place to work! - Company has great vision for the role of machine learning (and AI) in healthcare. Exciting to go to work every morning!"
  • "Work Hard and Feel Rewarded - The leadership team has total faith in the organization, and the employees ideas and opinions are highly respected and listen to. The passion for our company's mission is contagious from the executive team, which makes our high standards fair and rewarding."
  • "Room to thrive"
  • "Passionate People, Supportive Environment, & Strong Vision"