Executive Assistant - Tech

Your Impact on Our Mission

Zocdoc’s most important asset is our people. As Executive Assistant to our Tech and Product organization, you will be a high-impact team member, crucial to helping your executives operate more efficiently. Your role will encompass a wide range of activities, from logistics and scheduling to event coordination and executive support. Your contributions will ensure that our tech and product teams run smoothly, driving innovation and success across the company. Tech is the largest part of our business, which means your efforts will significantly impact our organization and, ultimately, the patients we serve. 

You’ll enjoy this role if you are…

• Autonomous, urgent, and creative. You genuinely love high-volume and ever-changing priorities
• A highly motivated problem-solver
• Passionate about organization and structure
• The kind of person who enjoys working with others and finding ways to collaborate effectively
• Are self-driven, and able to produce high-quality results under pressure
• Adaptable and resourceful, you’re an expert at dealing with change, and shifting priorities  
• A strong and effective communicator across all mediums (in person, slack, email, phone)

Your day-to-day is…

Full ownership of multiple calendars for our Product and Technology leadership team

• Collaborating closely with the broader EA team on projects and events that contribute to a dynamic and supportive environment
• Understanding your executive's preferences, including meeting cadence, travel logistics, and conference room preparation
• Coordinating and overseeing complex domestic and international travel arrangements, including all necessary documentation
• Completing expense reports and managing company documents and contracts as needed
• Meeting management, including preparing agendas, taking notes, distributing action items, etc.
• Coordinating and facilitating happy hours and other team-building events, fostering a positive and collaborative work environment
• Organizing and managing Tech All-Hands meetings, ensuring smooth execution and effective communication
• Coordinating special awards, including recipient tracking and gift management
• Supporting Product and Technology leaders in managing special projects by tracking progress, coordinating with stakeholders, and ensuring timely completion
• Assisting with OKR project management and reminders
• Providing leadership communications support, including cascade scripting
• Planning and coordinating Tech Density Days, including department-wide all-hands meetings, team events, and happy hours, ensuring efficient logistics
• Assisting in planning and executing Hackathons, including participant registration, venue setup, and resource coordination

You’ll be successful in this role if you have…

• A minimum of 5 years experience in an Executive Assistant role supporting product and/or technology leadership
• Superb communication and relationship management skills! You believe in keeping your stakeholders in the loop and know that multiple communication mediums are the key to success
• The ability to handle sensitive and confidential information with high professionalism and discretion
• Humility. You believe in treating everyone with dignity and respect, regardless of title or tenure. You view this role as an opportunity to create positive change
• Passion for customer service, with the ability to adapt to various personalities and rapidly shifting priorities
• A compassionate but consultative and confident approach with a nothing-too-big, nothing-too-small attitude
• A fundamental understanding of urgency and a passion for getting results (we move fast around here!)

Time Expectations:

• Regular Schedule - Monday- Friday 9-6 pm
• Hybrid role with 4 days/week required onsite in our New York HQ
• 24/7 as needed