Executive Support

• Proactively manage the CEO's calendar, meetings, and priorities with discretion and sound judgment
• Prepare meeting materials, agendas, and follow-ups; track action items and ensure closure
• Review incoming corporate mail (electronic or paper), scan, file, and share with relevant department heads (i.e. HR, finance, accounting, etc.)
• Support upcoming travel activities, including coordination of travel itinerary, transportation, lodging, and logistics
• Manage expense reports for the CEO and leadership team as needed, including receipt capture, corporate card reconciliation, and coding for Finance review
• Coordinate scheduling across US and Australia time zones, including occasional early morning or evening calls to support Moxie Clinical Pty Ltd
• Serve as a gatekeeper to help the CEO stay focused on high-value work
• Operational Support
• Support HR with on/offboarding of employees and contractors following Moxie's procedures and workflows
• Own file storage and document management in SharePoint, including folder structure, file naming conventions, and filing of corporate documents
• Coordinate Board meetings; schedule meetings and prepare and distribute board materials as needed
• Assist with the set-up and logistics of new office location, including office configuration, furniture, and supplies to ensure the Moxie team is set up for success
• Coordinate with external vendors (accounting, legal, payroll, etc.) as appropriate

Team & Business Coordination

• Assist with coordination of internal and external events (i.e. conferences, team summits, executive meetings, etc.), including identifying locations and space, and arranging catering
• Support ad hoc projects related to operations, compliance documentation, or strategic initiatives

Ideal Candidate Profile

• 10+ years as an Executive Assistant supporting a CEO or founder, ideally in a startup or boutique professional services environment
• Highly organized and proactive, able to execute with limited direction from your first week
• Anticipates the CEO's needs, preferences, and priorities and stays two steps ahead
• Discreet and trustworthy with confidential information including sponsor materials, board documents, and personnel and compensation data; signed NDA required
• Confident interacting with executives, clients, and external partners
• Flexible and available to travel with the CEO several times per year
• Tech-savvy and comfortable with modern collaboration tools