Executive Assistant & Head of EA Program

1 in 4 people in the US have a treatable mental health condition, but most providers don't accept insurance, making therapy too expensive for most people. Headway’s mission is to fix this by building a new mental healthcare system everyone can access. We started by solving the biggest barrier to care: insurance. The admin work - credentialing, claims, payment reconciliation - is a nightmare. We've automated that.

But we're going further. Over 70,000 providers across all 50 states run their practice on our software, serving over 1 million patients. We are building the best tools for therapists to run their entire practice, reimagining the experience of finding a therapist, and investing in the platform foundations to enable this at scale. We aren't just a billing layer; we are becoming the platform where care actually happens.

We're a Series D company with $325M+ in funding (a16z, Accel, GV, etc.), looking for exceptional people to help us achieve this mission. We want your time here to be the most meaningful experience of your career. Join us, and help change mental healthcare for the better.

This is not a traditional EA role.

You'll be a force multiplier to the COO of a category-defining healthcare company — and the architect of how executive support works across the entire organization. In a year, you won't just be running the COO's calendar. You'll have built the function that makes Headway's leadership team operate at its best. 

The Role

We're hiring an Executive Assistant / Head of EA Program to partner directly with Rob Sadow, our Chief Operating Officer, in a high-impact, high-visibility role. You'll own Rob's calendar, commitments, and operating rhythm — ensuring his time and energy are consistently focused on the highest-leverage priorities across a portfolio that spans CX, Operations, Legal, Compliance, Accounting, Finance, and the Executive Team.

But this role goes beyond supporting one executive. Headway is scaling rapidly, and we need someone to define what world-class executive support looks like here — setting the standard, building the team, and ensuring every senior leader at Headway gets exceptional EA support.

What You'll Own

COO Time, Energy & Focus (70%)

• Own the COO's calendar end-to-end — not just scheduling, but making hard prioritization decisions about what gets Rob's time and what doesn't
• Design schedules for deep work, energy, and presence — not just efficiency
• Prep Rob for every meeting with full context on attendees, purpose, relevant documents, and key decisions needed — he should never walk into a meeting cold
• Own travel logistics end-to-end, including events and personal travel
• Manage key relationships on Rob's behalf — knowing who to prioritize, who to push, and when to escalate
• Track action items and commitments across Rob's portfolio so nothing falls through the cracks
• Support personal and family logistics where relevant — including protecting boundaries that matter (like being offline for family time in the evenings)

EA Program & Team (30%)

• Define what exceptional EA performance looks like at Headway — set the operating model, tools, rituals, and standards for the function
• Hire, manage, and coach EAs supporting the CEO and other executives
• Own performance management, career development, and onboarding for the EA team
• Build an EA-specific leveling framework and ensure compensation, expectations, and growth paths are clear and competitive

You'd be a great fit if...

• You are based in the NY area and are excited to be in the office 3-4 days / week
• You have 8+ years of experience supporting C-suite executives at high-growth technology companies — and you genuinely love being an EA. This isn't a stepping stone; it's the career you've chosen and you want to be exceptional at it
• You have experience managing other EAs — hiring, coaching, giving direct feedback, and building a team culture of excellence
• You manage your executive, not the other way around — you're comfortable being vocal, direct, and decisive with a senior leader, and you make independent judgment calls and see three steps ahead
• Your written and verbal communication is flawless — grammar, punctuation, tone, and clarity are non-negotiable. You represent your executive in every interaction
• You build strong relationships cross-functionally — other leaders and EAs trust you, enjoy working with you, and see you as someone who makes things easier, not harder
• You thrive in fast-paced, high-standards environments — Headway operates at an Olympic performance standard, and you're energized by that, not intimidated
• You are excited by our mission to rewire mental healthcare for access and affordability

Compensation and Benefits:

The expected base pay range for this position is $200,000 - $250,000, based on a variety of factors including qualifications and experience. In addition to base salary, this role may be eligible for an equity grant, depending on the position and level.

We are committed to offering a comprehensive and competitive total rewards package, including robust health and wellness benefits, retirement savings, and meaningful ownership opportunities through equity. Compensation decisions are made holistically, ensuring fairness and alignment with market benchmarks while recognizing individual contributions and potential.

• Benefits offered include:
• Equity compensation
• Medical, Dental, and Vision coverage
• HSA / FSA
• 401K
• Work-from-Home Stipend
• Therapy Reimbursement
• 16-week parental leave for eligible employees
• Carrot Fertility annual reimbursement and membership
• 13 paid holidays each year as well as a Holiday Break during the week between December 25th and December 31st
• Flexible PTO
• Employee Assistance Program (EAP)
• Training and professional development

We believe a team's strength is in its people, and we cannot achieve this mission without a team that reflects the diversity of this problem – across race, ethnicity, gender, sexuality, age, national origin, religion, family status, disability, military status, and experience. Headway is committed to the full inclusion of all qualified individuals. As part of this commitment, Headway will ensure that persons with disabilities are provided with reasonable accommodations. If reasonable accommodation is needed to participate in the job application or interview process, to perform essential job functions, and/or receive other benefits and privileges of employment, please inform the recruiter when they contact you to schedule your interview.

Headway participates in E-Verify. To learn more, click here.

A notice to Headway applicants: To protect yourself against phishing and recruitment fraud, please note that Headway only accepts applications through our official careers page at https://headway.co/careers. Headway will never refer you to external websites, ask for payment or personal information, or conduct interviews via messaging apps. All official communication will come from a @findheadway.com email address. If you are contacted by someone claiming to be from Headway via an unofficial channel, please do not share any information and report it as spam.