Operations & Executive Assistant

About the Role

This is a hands-on Founder’s Office role with substantial executive-assistant responsibilities. You’ll help organize the founder’s work and personal commitments, coordinate the team, and ensure tasks and conversations turn into completed actions. You should enjoy both solving operational problems and handling the small administrative details behind them.

Key Responsibilities

• Hiring and recruitment: Coordinate sourcing, candidate communication, interviews, follow-ups, onboarding, and hiring records.
• Calendar and meeting management: Schedule interviews and internal or external meetings, prepare agendas and briefing materials, track action items, and resolve scheduling conflicts.
• Team accountability: Track daily updates, follow up when updates are missing, and monitor agreed working hours, deliverables, and deadlines. Keep the founder accountable.
• Finance administration: Coordinate payroll and salary transfers with the founder, bank, and CPA; maintain records and track payment and tax deadlines.
• Agreements and paperwork: Prepare and organize NDAs, agreements, and other documents for review. Use tools such as Claude to assist with drafts and document review, and coordinate with the appropriate professional on legal or tax questions.
• Applications and research: Find relevant opportunities, prepare applications, complete routine forms, and contribute your perspective.
• Follow-through: Keep track of investor conversations, candidate rescheduling, vendor discussions, and outstanding commitments so important contacts and deadlines do not get lost.
• Project coordination: Monitor smaller teams, the data division, clubs, and other founder-led initiatives; track owners and timelines and flag delays.
• Marketing support: Help coordinate email newsletters for existing clinic contacts and support LinkedIn content and account organization.
• Vendor coordination: Speak with service providers, compare options, and negotiate available discounts or startup credits.
• Personal and academic coordination: Organize personal commitments and non-work goals and help manage competing priorities.

Requirements & Tech Stack

• Clear written and spoken communication, strong organization, and reliable follow-through.
• Comfort asking for updates, chasing overdue tasks, and raising concerns directly and respectfully.
• Good judgment and discretion with hiring, financial, and personal information.
• Confidence with calendars, spreadsheets, documents, and AI tools such as Claude.
• Ability to work independently in a fully remote role and manage changing priorities.
• Candidates currently enrolled in college are welcome if they can reliably meet the workload.

Qualifications

• Experience in executive assistance, administrative support, recruiting coordination, or startup operations is relevant.