Executive Administrator

Job Overview

Vital Plan is hiring an Executive Administrator to run the company’s day-to-day administration, keep important deadlines on track, and support the CEO directly.

Title: Executive Administrator

Company: Vital Plan, Inc. (vitalplan.com)

Location: Remote; candidates in the Triangle area of North Carolina preferred for occasional in-person meetings

Reports to: CEO

Direct reports: None

Type: Full-time, exempt

Target start: November 2026, to overlap with our outgoing Director of Operations

About Vital Plan

Since 2008, Vital Plan has offered physician-formulated herbal supplements that support everyday health, energy, and resilience. Alongside our products, we provide education, coaching, and structured health programs, including dedicated support for people with complex chronic health challenges.

We are a collaborative team of eight, supported by outside partners and agencies. Because we are small, every person plays an important role in how the company runs.

About the role

This role keeps the company's administrative foundation running and takes routine work off the CEO's plate.

You will serve as the primary contact, liaising with numerous external partners, including but not limited to:

● Our PEO (payroll, benefits, and HR administrator)

● AppDirect (Google Workspace administrator)

● Our accountant

● TaxJar (state sales tax filing software)

The other half of the job is supporting the CEO directly: scheduling, meeting prep, email, and follow-through. You will use good judgment and AI tools to make that work faster and simpler.

Experience setting up or improving project-management systems is a big plus. We'd welcome someone who can help us build better processes to manage priorities, deadlines, and project owners.

This is a hands-on role in a small company. You will wear many hats and work with everyone on the team. It suits someone who can confidently juggle multiple priorities at once and bring order and accountability.

Responsibilities: CEO support

• Help the CEO keep priorities, commitments, and follow-ups organized across the company.
• Prepare agendas and briefing materials for key meetings and follow up on action items.
• Help keep agency and partner communications organized, including pending decisions and deadlines.
• Help the CEO stay on top of email, including drafting routine replies and tracking follow-ups.
• Coordinate scheduling as needed.
• Look for ways to simplify the CEO's workflows, using good judgment and AI tools.
• Handle confidential projects, special assignments, and other tasks as requested.

Payroll & HR administration

• Serve as the primary contact with our PEO.
• Process semi-monthly payroll accurately and on time.
• Complete new-hire and termination paperwork and coordinate onboarding and offboarding.
• Administer PTO requests, balances, and records.
• Coordinate annual benefits open enrollment and answer employee questions about pay and benefits.
• Maintain confidential personnel files and track HR compliance items such as I-9s, required postings, and training.

Company calendar & deadlines

● Maintain a calendar of all significant company deadlines, including insurance, lease, partnership, software, and licensing renewals.

● Set appropriate milestones and deliverables to ensure significant deadlines are met.

● Schedule and document company-wide meetings.

● Plan occasional company events, such as team offsites and celebrations.

Vendors & compliance

• Serve as the primary contact with AppDirect, our outside Google Workspace administration team, for accounts, access, and support requests.
• Serve as the primary contact with TaxJar, our sales tax compliance platform, and keep filings and registrations current.
• Work with our insurance broker on renewals, claims, and certificates of insurance.
• Keep corporate filings current, including the North Carolina annual report, business licenses, and registered agent.
• Review software subscriptions each year to cut costs and remove unused licenses.

General administration

• Book travel and conferences for the team.
• Maintain the company's shared drive and key records, including contracts, policies, and corporate documents.
• Keep the employee handbook and company policies current, with guidance from the PEO.
• Manage laptops, equipment, and account access for new and departing employees, in coordination with AppDirect.
• Order office supplies and serve as the contact for our office/warehouse landlord and other routine vendors.

Board support

• Update and polish the quarterly board deck, starting from the previous quarter's version, so it looks professional and is ready on schedule.
• Pull together the KPI and financial updates the deck needs, working with the CEO and our outside accountant.
• Schedule board meetings and distribute materials in advance.

Qualifications Required

• 3+ years of experience in office administration, executive assistance, or business operations, including direct support of a senior executive.
• Strong spreadsheet skills (Google Sheets or Excel) and comfort preparing financial and KPI reports.
• A strong eye for design and experience polishing presentations in Google Slides or PowerPoint.
• Experience managing a busy calendar and many deadlines at once.
• Comfort learning new technology quickly, including AI tools, and using it to save time.
• Clear, professional written communication with vendors, board members, and colleagues.
• Strong organization and attention to detail. Accuracy matters in payroll, filings, and anything the board sees.
• Sound judgment and discretion with confidential financial and personnel information.
• A self-starter who works well independently and enjoys pitching in on a small team.

Preferred

• Experience implementing or improving project-management tools and practices (such as Asana, Notion, or ClickUp).
• Experience preparing board materials or investor reporting.
• Familiarity with Google Workspace administration and QuickBooks or similar accounting software.
• Experience working effectively with a remote team.
• Interest in health and wellness.

What success looks like

First 90 days: You take over payroll and the PEO, AppDirect, and TaxJar relationships from our outgoing Director of Operations. You build a complete calendar of company renewals and deadlines, work with the CEO to set up an effective system for email, scheduling, and priorities, and deliver your first polished board deck.

By six months: Payroll, renewals, and board prep run smoothly without reminders. The CEO spends noticeably less time on email, scheduling, and routine administration, and the company feels more organized and easier to run.

Compensation and benefits

• Salary: $55,000 to $65,000, depending on experience, with flexibility for candidates who bring strong project-management experience.
• Benefits: Health, dental, and vision insurance; HSA and FSA options; life insurance; paid time off; parental leave; flexible schedule; employee product discount.

Vital Plan is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, gender, age, national origin, disability, veteran status, or any other characteristic protected by applicable law.

Pay: $55,000.00 - $65,000.00 per year

Benefits:

• 401(k)
• Dental insurance
• Employee discount
• Flexible schedule
• Flexible spending account
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Parental leave
• Vision insurance

Work Location: Remote