Executive Assistant

Job Summary

We are seeking a Founder Operations Lead to support the CEO and founding team in moving faster, staying organized, and keeping important company workflows on track.

This is a high‑trust, founder‑leverage role sitting between a traditional executive assistant and a full Chief of Staff. The ideal candidate thrives in fast‑moving, ambiguous startup environments, takes initiative without being asked, and has a track record of creating structure and driving open loops to closure across operational, commercial, recruiting, investor, and vendor workflows.

Key Responsibilities

• Manage recurring company operations including deadlines, follow‑ups, and administrative workflows to ensure nothing falls through the cracks.
• Coordinate bookkeeping, accounting setup, tax paperwork, CPA requests, payroll follow‑ups, vendor forms, contractor agreements, document signatures, and company records.
• Keep contractor, vendor, and service‑provider processes moving by tracking status, summarizing open issues, coordinating redlines, and driving follow‑through to completion.
• Set up and maintain lightweight systems for CRM, customer pipeline tracking, business development follow‑ups, demo scheduling, customer notes, and next‑step management.
• Proactively surface relevant deadlines and opportunities including conferences, recruiting events, internship and co‑op deadlines, grant and award opportunities, paper submission windows, demo opportunities, speaking engagements, and industry events.
• Coordinate company events, customer visits, surgeon dinners, lab visits, recruiting events, investor meetings, and other high‑leverage external touchpoints.
• Support recruiting logistics including job postings, candidate tracking, interview scheduling, reference checks, and offer‑process coordination.
• Prepare and maintain investor updates, investor materials, data room organization, board and investor folders, and follow‑up lists.
• Identify and drive lightweight company‑improvement projects such as website updates, CRM cleanup, recruiting collateral, conference materials, and other operational improvements.
• Build and maintain trackers, templates, checklists, and simple operating systems that increase organizational clarity without adding bureaucracy.

Qualifications

• 2–6+ years of experience in startup operations, founder support, Chief of Staff, business operations, commercial operations, consulting, investing, or a similar high‑context generalist role.
• Demonstrated ability to work independently, anticipate needs, create structure from scratch, and drive open loops to closure with minimal direction.
• Extremely organized, reliable, and discreet, with proven experience handling sensitive company information.
• Strong written and verbal communication skills, including the ability to draft clear emails, summaries, investor updates, and internal notes.
• Proficiency with spreadsheets, CRMs, calendars, document organization, task trackers, and lightweight project management tools.
• Comfortable coordinating across a diverse stakeholder base including vendors, candidates, investors, customers, contractors, and internal team members.
• Ability to operate effectively in fast‑moving, resource‑constrained environments where systems must be built rather than inherited.
• Interest in medical devices, surgical technology, robotics, AI, or hard‑tech startups is a plus.