Executive Assistance / Office Manager

Company Description

Venocare, Inc. partners with hospitals to elevate the experience of both patients and clinicians. We focus on delivering high-quality care through the development of innovative medical products that improve patient outcomes and optimize healthcare delivery. By tackling key challenges across the care continuum, we aim to raise industry standards and contribute to a more efficient and effective healthcare system. Venocare is dedicated to fostering collaborative partnerships and driving transformative solutions in healthcare.

Role Description

This is a full-time, on-site role located in Miami, FL for an Executive Administrative Assistant & Office Manager. This is a dual-function role at the center of Venocare's daily operations. On one side, you will serve as a trusted partner to senior leadership — managing schedules, communications, and priorities with discretion and professionalism. On the other, you will own the office environment itself, ensuring that the team has everything it needs to operate efficiently and that the physical workspace reflects the standard of a high-performing, forward-looking company.

At Venocare, no two days look alike. This role is ideal for someone who is equally comfortable drafting an executive briefing and tracking down a vendor, who takes pride in anticipating needs before they're voiced, and who brings calm and order to a fast-moving environment.

Responsibilities

• Manage executive calendars, travel arrangements, and meeting coordination across internal teams and external partners
• Prepare reports, presentations, correspondence, and briefing materials on behalf of senior leadership
• Serve as the first point of contact for office communications — phones, email routing, and visitor management
• Oversee day-to-day office operations including supplies, vendor relationships, facilities coordination, and equipment maintenance
• Support onboarding logistics for new hires and coordinate internal company events
• Handle sensitive and confidential information with a high degree of professionalism and discretion
• Identify operational inefficiencies and proactively implement improvements to office workflows

Qualifications

• Proven experience in an executive assistant, office manager, or combined administrative role — startup or healthcare environment preferred
• Strong executive support skills including calendar management, email management, and senior leadership coordination
• Exceptional organizational skills and attention to detail, with the ability to manage multiple priorities simultaneously
• Excellent written and verbal communication skills and professional phone etiquette for engagement with internal and external stakeholders
• High degree of discretion and sound judgment when handling confidential information
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and comfort learning new tools and platforms
• Self-starter mentality — able to operate independently, anticipate needs, and take initiative without being prompted
• Bachelor's degree in Business Administration, Management, or a related field is a plus
• Prior experience in a corporate or healthcare setting is advantageous