Job Description

Office Manager & Executive Assistant  

Full time

In-person, Monday - Friday 

Salary Range: $62,101 - $76,074 - $90,046 

About Optispan 

Optispan is redefining what it means to live a longer, healthier life. Co-founded in 2023 by Dr. Matt Kaeberlein and Dr. George Haddad, we are dedicated to advancing preventive health and longevity through science-driven, personalized care. Our mission is to optimize healthspans—ensuring individuals not only live longer but thrive throughout their lives. 

With a focus on precision medicine, we employ cutting-edge tools such as biological age testing, continuous glucose monitoring, and advanced biomarker analysis. These are integrated into comprehensive strategies that also prioritize exercise, nutrition, sleep, mental health, and the latest in longevity therapeutics. 

At Optispan, we serve both corporate clients and individuals, designing programs that empower proactive health management, reduce the risk of age-related diseases, and elevate overall quality of life. Our passionate team of experts is united by a bold vision: to make optimal healthspans achievable for everyone, transforming the future of aging into a journey of vitality and possibility. 

About The Role 

The Office Manager & Executive Assistant plays a critical role in ensuring a well-organized, efficient workplace while providing strategic administrative support to the CEO. Based in our Tukwila, WA office, this full-time, in-person position requires a proactive, highly organized, and tech-savvy professional who thrives in a dynamic, multi-functional environment. The ideal candidate excels in office management, executive support, financial administration, and IT coordination—acting as a key resource in keeping operations smooth and efficient. 

Key Responsibilities 

Administrative Operations  

• Oversee general office functions to ensure a smooth and productive workplace. 
• Maintain office supplies, oversee vendor contracts and relationships, and ensure policies and procedures are followed. 
• Assist with new hire onboarding, ensuring proper administrative setup. 
• Maintain a safe and secure working environment, including space planning. 

Executive Support & Coordination  

• Manage the CEO’s schedule, travel arrangements, and meeting coordination. 
• Act as a liaison between the CEO and internal teams, clients, and external stakeholders. 
• Prepare and edit reports, presentations, and documents. 
• Assist with special projects and strategic initiatives as directed. 

Financial & Expense Management  

• Partner with accounts payable to process invoices, credit card expenses, and office purchasing. 
• Assist with expense tracking, invoice processing, and financial record-keeping to support accounts receivable/payable. 

IT & Systems Support  

• Partner with IT to provide basic tech support for employees, including password resets and troubleshooting. 
• Manage secure document storage systems (e.g., Bitwarden, SharePoint) and permissions. 
• Coordinate with external IT partners (Blue Ally and Sabey help desk) for technical issues. 
• Maintain IT documentation and track internal support requests, acting as the primary point of contact for troubleshooting before escalating to external IT partners. 

Event & Office Logistics  

• Organize and support office functions, meetings, and team events. 
• Assist with scheduling and logistics for internal and external engagements. 

Other Responsibilities  

• Support additional administrative, operational, and project-based tasks as needed to ensure smooth company operations. 

Basic Qualifications  

• 2-5 years in office management, executive assistance, or administrative roles requiring strong multitasking, organization, and communication skills (e.g., hospitality management, government administration, event coordination, healthcare administration). 
• Proven ability to support executives through schedule management, correspondence, and administrative coordination. 
• IT coordination experience, including troubleshooting and working with external IT support. 
• Associate’s degree or equivalent experience; relevant certifications or training in office management, administration, or IT support are a plus 
• Proficiency in MS Office (Excel, Outlook) and general office systems. 
• Strong organizational, time management, and problem-solving skills. 
• Excellent written and verbal communication skills. 
• Ability to take initiative and suggest and implement process improvements proactively. 
• Must be able to lift up to 25 lbs and assist with office organization and maintenance. 

Preferred Qualifications 

• Experience with financial, property management, or ERP software (e.g., Yardi, NetSuite, or similar). Familiarity with budgeting, expense tracking, or financial reporting systems is a plus. 
• Familiarity with secured document storage solutions and Bitwarden. 
• Experience preparing reports, presentations, and executive documents with a high level of professionalism and confidentiality. 
• Experience with EHR/EMR systems. 
• OSHA/HIPAA certification. 

At Optispan, we celebrate diversity and are committed to creating an inclusive environment for all employees. We believe diverse teams drive innovation and better serve our clients. We welcome candidates from all backgrounds and experiences to apply. 

Why work with Us? 

At Optispan, we are passionate about empowering individuals to achieve their fullest potential—whether they are our clients or our team members. By joining us, you’ll be part of a mission-driven organization that is redefining preventive healthcare. 

Why you’ll love being a part of our team:  

• Enjoy opportunities for career advancement in Healthspan optimization, client success leadership, and program innovation. 
• Collaborate with a group dedicated to transforming lives through science-driven, personalized care. 
• Thrive in a supportive environment that values innovation, curiosity, and teamwork. 
• Access opportunities to expand your skills and expertise in the fast-evolving fields of Healthspan and preventive medicine. 

We offer a comprehensive benefits package, including:  

• Health, dental and vision coverage  
• 401(k) plan
• Health Savings Account (HSA) & Dependent Care Flexible Savings Account (DCFSA) 
• Employee Assistance Program (EAP) 

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