Executive Assistant & Operations Manager

We’re looking for a high-performing Executive Assistant & Operations Manager to provide top-tier administrative and operational support to the CEO of a fast-growing health tech company. This role is ideal for someone who thrives on structure, can juggle multiple priorities with precision, and takes pride in anticipating needs before they arise.

You’ll be the operational backbone of the company—supporting executive scheduling, compliance coordination, hiring logistics, and financial administration. If you’re detail-oriented, proactive, and love bringing order to fast-moving environments, this role is for you.

🎁 Perks & Benefits

• 💵 Paid in USD (bi-monthly payouts: 15th & 30th)
• 🏖️ Up to 14 days of Paid Time Off annually (starting Day 1)
• 📅 Observance of Holidays (based on your location)
• 🏡 100% remote – work from anywhere
• 💼 Work directly with the CEO and leadership team of a growing AI healthcare company
• 🚀 Help shape the internal operations of a company redefining care coordination and automation

🧩 What You’ll Be Doing

🗓️ Executive Support

• Manage the CEO’s calendar—schedule, prioritize, and coordinate meetings across time zones.
• Handle travel logistics including flights, hotels, and conference itineraries.
• Track memberships (airlines, TSA PreCheck, hotel rewards).
• Prepare agendas, take meeting notes, and ensure follow-ups are executed.
• Support conference logistics (materials, printing, and coordination).

⚙️ Operations & Compliance

• Support SOC 2 compliance efforts—organize documentation, vendor calls, and security follow-ups.
• Manage contracts and NDAs through DocuSign, Dropbox, and 1Password.
• Coordinate vendor onboarding for HR, recruiting, and software tools.
• Oversee expense systems (Ramp, bill.com, Justworks) and vendor accounts.
• Track insurance, leases, and compliance tasks.

👥 Hiring & HR Support

• Schedule interviews and manage candidate follow-ups.
• Prepare and track NDAs, offer letters, and contracts.
• Onboard new hires in Justworks, Slack, 1Password, and Dropbox.
• Process payroll, reimbursements, and contractor payments.
• Maintain hiring pipelines and provide weekly status updates.

💬 Communication & Coordination

• Draft and send professional correspondence on behalf of the CEO.
• Monitor and flag priority emails and Slack messages for action.
• Manage Slack administration (channels, permissions, reminders).
• Coordinate with vendors, partners, and customers for scheduling and logistics.
• Organize investor, employee, and partner gifting (ordering, tracking, shipping).

💰 Finance & Administration

• Manage bill payments, reimbursements, and recurring expenses.
• Upload receipts and reconcile financial records in Dropbox.
• Support accounting coordination with external partners (e.g., Countsy).
• Track subscriptions and budgets across departments.

🎉 Events & External Relations

• Plan and coordinate conference logistics, including booths, print materials, and swag.
• Source vendors for branded items, manage quotes, and oversee delivery timelines.
• Coordinate travel and shipping of event materials.
• Manage gifting logistics for investors, employees, and partners.

📁 General Company Support

• Maintain organized systems in Dropbox, Notion, and 1Password.
• Document onboarding workflows and operational processes.
• Support ad-hoc projects and cross-functional initiatives.

✅ Who You Are

• 3–5+ years of experience as an Executive Assistant, Operations Manager, or similar role.
• Exceptionally organized, proactive, and detail-oriented.
• Comfortable managing multiple high-priority threads simultaneously.
• Excellent written and verbal communication skills.
• Strong working knowledge of Google Workspace, Slack, Notion, and expense tools (Ramp, bill.com, Justworks).
• Able to anticipate needs, solve problems independently, and maintain discretion with sensitive information.
• Thrive in a fast-paced, early-stage startup environment.

Bonus Points

• Experience in healthtech, AI, or SaaS startups.
• Familiarity with SOC 2 compliance or vendor management.
• Design or event coordination experience (e.g., creating materials, managing print vendors).

📩 How to Apply

Please submit:

1. ✅ Your updated resume
2. ✅ A short Loom video (1–2 mins) introducing yourself and sharing an example of how you’ve supported a busy executive or managed complex operations
3. ✅ A brief write-up describing your experience with tools like Ramp, Justworks, or Notion

Only candidates who submit a Loom video will be moved to the next step of the hiring process.

🧠 If you’re an organized, proactive operator who loves building systems and supporting visionary leaders—we’d love to hear from you.

📋 Application Process Overview

Our comprehensive selection process ensures we find the right fit for both you and our clients:

1. Initial Application - Submit your application and complete our prequalifying questions
2. Video Introduction - Record an video introduction to showcase your communication skills and work experience
3. Role-Specific Assessment - Complete a homework assignment tailored to the position (if applicable)
4. Recruitment Interview - Initial screening with our talent team
5. Executive Interview - Meet with senior leadership to discuss role alignment
6. Client Interview - Final interview with the client team you'd be supporting
7. Job Offer - Successful candidates receive a formal offer to join the team

Each stage is designed to evaluate your fit for the role while giving you insights into our company culture and expectations. We'll keep you informed throughout the process and provide feedback at each step.