Responsibilities
- Manage complex, shifting calendars for both the CEO and COO, proactively resolving conflicts and protecting focus time
- Serve as the gatekeeper for executive time, using sound judgment to prioritize meeting requests, scheduling inquiries, and ad-hoc asks
- Coordinate across time zones (US, Canada, Latin America) to schedule internal and external meetings
- Prepare agendas, supporting documents, and briefing materials for leadership meetings, board meetings, and investor calls
- Serve as the primary point of contact for our IT vendor and other operational vendors
- Research new vendors and tools as needed, preparing recommendations with pricing and capability comparisons
- Plan and book travel for leadership, including flights, accommodations, and detailed itineraries for offsites, conferences, and investor meetings
- Tracking and processing expense reports and managing budgets for the executive or department
- Assist with onboarding logistics for new hires as the team grows
- Assisting with special projects, research, and data compilation as needed by the executive.
- Coordinating company events, offsites, conferences, and team-building activities
- Maintain and improve shared systems, documentation, and SOPs that keep the leadership function organized
- Take on ad-hoc projects as they arise, the nature of a startup means no two weeks look the same
Requirements
- 2+ years of experience in an executive assistant or senior administrative role, ideally supporting C-suite or founder-level executives
- Demonstrated experience in a remote-first environment, working across distributed teams and time zones
- Fluent English proficiency (C1+ level) both written and verbal. You’ll be drafting communications on behalf of leadership.
- Exceptional organizational skills with a strong attention to detail and the ability to manage multiple competing priorities
- Proficiency with Google Workspace (Calendar, Gmail, Docs, Sheets), AI tools, scheduling tools
- High degree of discretion and integrity in handling confidential information
- Proactive, solutions-oriented mindset – you anticipate needs rather than wait to be told
- Willingness to work Pacific Time (PST) hours to support CEO
Nice to Have
- Experience at a startup or high-growth company (Series A–C stage)
- Familiarity with ATS platforms (Ashby preferred, but Greenhouse, Lever, etc. are fine)
- Comfort with health tech, telehealth, or DTC consumer health businesses
- Experience supporting multiple executives simultaneously with competing demands
Benefits
- Up to $1,500 USD/month
- Fully remote
- Direct exposure to startup leadership at a fast-growing health tech company
- Opportunity to grow the role as the company scales
Work Arrangement
Remote (Worldwide)
Team
Structure: distributed team
Additional Information
- Pacific Time (PST) hours to support CEO
