Executive Assistant / Operations Coordinator (Startup – Biotech/FoodTech)
Executive Assistant / Full- Time 800 - 1100 USD per-month-salaryJob Overview
Role Overview
We’re seeking a highly organized, proactive Executive Assistant / Operations Coordinator to support two co-founders at an early-stage deep tech startup. This role is ideal for someone who thrives in fast-moving environments, can take ownership of operational tasks, and helps founders stay focused on R&D and product development.
The EA will manage scheduling, relationship follow-ups, investor/admin coordination, light HR and accounting support, and various high-impact tasks that remove friction from day-to-day execution.
Core Responsibilities
1) Executive Support & Calendar Management
● Schedule and coordinate meetings across multiple stakeholders (customers, investors, advisors, vendors)
● Manage calendar logistics and confirmations
● Ensure meetings are properly prepared and all parties are aligned
● Support flexible scheduling needs within standard working hours
2) Relationship Management & Outreach (Non-Closing)
● Draft and send professional outreach emails using provided templates
● Support follow-ups for:
○ Investor updates/newsletters
○ Partner/advisor coordination
○ Customer relationship management (limited customer volume;
relationship-focused)
● Route drafts for approval before sending; implement edits quickly
3) Operations & Task Ownership
● Own a rolling task list and execute assigned deliverables end-to-end
● Support general operations such as:
○ setting up software accounts/tools
○ coordinating insurance/admin items
○ supporting equity/admin coordination tasks
○ coordinating with service providers and external partners
4) Research & Vendor/Tool Sourcing
● Conduct research and provide options with quick summaries (price, specs, best-fit)
● Source vendors/service providers (e.g., immigration attorney, software tools, equipment)
● Identify cost-effective purchasing options and send recommendations for approval
5) Light Accounting & Reporting Support
● Assist with basic accounting tasks using QuickBooks (or similar)
● Help set up accounts, maintain clean records, and pull simple reports
● Document actions with screen recordings and notes so processes are repeatable
6) Light HR/Admin Support
● Assist with onboarding and employee set-up in HR systems
● Maintain accurate employee records and basic HR admin workflows (small team)
7) Daily Execution Rhythm (Internal Coordination)
● Support consistent workflow visibility via short check-ins:
○ Morning: review tasks and priorities
○ Midday: status check and blockers
○ End-of-day: completion recap + tomorrow planning
● Track progress and ensure clarity across deliverables
Role Overview
We’re seeking a highly organized, proactive Executive Assistant / Operations Coordinator to support two co-founders at an early-stage deep tech startup. This role is ideal for someone who thrives in fast-moving environments, can take ownership of operational tasks, and helps founders stay focused on R&D and product development.
The EA will manage scheduling, relationship follow-ups, investor/admin coordination, light HR and accounting support, and various high-impact tasks that remove friction from day-to-day execution.
Core Responsibilities
1) Executive Support & Calendar Management
● Schedule and coordinate meetings across multiple stakeholders (customers, investors, advisors, vendors)
● Manage calendar logistics and confirmations
● Ensure meetings are properly prepared and all parties are aligned
● Support flexible scheduling needs within standard working hours
2) Relationship Management & Outreach (Non-Closing)
● Draft and send professional outreach emails using provided templates
● Support follow-ups for:
○ Investor updates/newsletters
○ Partner/advisor coordination
○ Customer relationship management (limited customer volume;
relationship-focused)
● Route drafts for approval before sending; implement edits quickly
3) Operations & Task Ownership
● Own a rolling task list and execute assigned deliverables end-to-end
● Support general operations such as:
○ setting up software accounts/tools
○ coordinating insurance/admin items
○ supporting equity/admin coordination tasks
○ coordinating with service providers and external partners
4) Research & Vendor/Tool Sourcing
● Conduct research and provide options with quick summaries (price, specs, best-fit)
● Source vendors/service providers (e.g., immigration attorney, software tools, equipment)
● Identify cost-effective purchasing options and send recommendations for approval
5) Light Accounting & Reporting Support
● Assist with basic accounting tasks using QuickBooks (or similar)
● Help set up accounts, maintain clean records, and pull simple reports
● Document actions with screen recordings and notes so processes are repeatable
6) Light HR/Admin Support
● Assist with onboarding and employee set-up in HR systems
● Maintain accurate employee records and basic HR admin workflows (small team)
7) Daily Execution Rhythm (Internal Coordination)
● Support consistent workflow visibility via short check-ins:
○ Morning: review tasks and priorities
○ Midday: status check and blockers
○ End-of-day: completion recap + tomorrow planning
● Track progress and ensure clarity across deliverables
Tools & Platforms (Preferred)
- QuickBooks (or similar accounting software)
- Gusto, BambooHR (or similar HR tools)
- Google Workspace (Docs, Sheets, Calendar, Drive)
- Email management tools
- AI tools (e.g., ChatGPT) for drafting, summarizing, templating, etc.
Nice-to-Have (Strong Advantage)
- Experience in lab operations / lab purchasing / lab admin
- Familiarity with procurement platforms or vendors such as:
- Background in biotech, R&D environments, hardware/software companies (not required)
○ Quartzy (or similar)
○ Fisher Scientific / Thermo Fisher workflows
Must-Have Qualifications
- 3+ years experience in EA, Ops Admin, or high-trust support roles
- Strong written communication (able to draft clean, professional outreach)
- Extremely organized and capable of owning tasks independently
- Comfortable working across multiple priorities and shifting tasks
- Strong research skills and ability to present options clearly
- High discretion and professionalism (investor + internal operations exposure)
Success Metrics (Example KPIs)
- Scheduling accuracy and meeting coordination speed
- Task completion rate and follow-through quality
- Responsiveness to founder requests and turnaround time
- Quality of research outputs (options clearly presented, actionable)
- Operational efficiency improvements (process documentation, repeatable workflows)
Why Join Assist World?
100% REMOTE
$50 birthday bonus
$200 testimonial bonus
$300 tenure bonus every 6 months
$500 entry monthly raffle
NO TRACKER. NO PROBLEM