Executive Assistant / Operations Associate

About the Job 

This position supports the CEO, Operations, and overall team culture. The ideal candidate is proactive, detail-oriented, and skilled at managing competing priorities in a fast-paced environment. This is a hybrid position in San Francisco, requiring three days per week in person at our SF office.

Your Core Key Performance Indicators

  • Helpfulness & Responsiveness:
    Consistently maintain a 5/5 helpfulness rating based on CEO and team feedback. Respond promptly to requests and follow through on all action items.

  • Inbox & Calendar Accuracy:
    Maintain an organized, up-to-date inbox and calendar for the CEO including scheduling, rescheduling, and meeting details.

  • Precertification Follow-Through:
    Ensure all patient outreach and clinician coordination steps are completed within established timelines, with escalation protocols followed when needed.

  • Onboarding & HR Coordination:
    Complete all new-hire onboarding and TriNet tasks by or before due dates.

  • Cross-Departmental Support:
    Provide timely, proactive assistance to Sales, Customer Success, and Clinical teams as priorities shift. Communicate handoffs clearly.

  • Cultural Engagement:
    Maintain consistent contributions to team engagement (FFAs, weekly syncs, birthdays, retreats, etc.), reinforcing positivity and inclusion across the team.

  • Office Readiness:
    Keep the office fully stocked, organized, and welcoming. Stay within budget for snacks, beverages, and supplies.

  • Reliability & Initiative:
    Demonstrate ownership by anticipating needs, offering solutions, and maintaining steady communication with leadership.

How You Will Get There

  • Gain a deep understanding of the CEO’s priorities, communication style, and leadership rhythm to proactively anticipate needs and streamline her day-to-day effectiveness.

  • Develop a strong grasp of company operations, departmental interdependencies, and key initiatives to support efficient alignment across teams.

  • Master internal systems and tools to ensure workflows are seamless and accurate data

  • Manage scheduling and correspondence with precision

  • Lead coordination of internal meetings, ensuring agendas, notes, and follow-up actions are complete, organized, and easily accessible to all stakeholders.

  • Partner cross-functionally with Sales, Client Success, and Clinical teams to ensure meetings, communications, and deliverables are completed on time and with clarity.

  • Collaborate with the Clinical Admin Assistant (CAA) to maintain continuity of operations during absences, fostering shared ownership of cross-coverage tasks.

  • Oversee onboarding logistics for new hires, ensuring all TriNet setup, training assignments, and equipment needs are handled before their start date.

  • Maintain organized, proactive communication with vendors, partners, and internal staff to keep the office well-run, well-stocked, and aligned with budget.

  • Help shape and sustain a positive, connected team culture by coordinating team events, celebrations, and touchpoints that reflect our values.

  • Gather and share insights from internal feedback loops to help leadership improve communication, collaboration, and employee engagement.

  • Contribute to special projects and strategic initiatives that align with the CEO’s goals and the company’s evolving needs.

 

Qualifications

  • 3+ years of experience in an administrative or executive support role, ideally within a growth-stage startup

  • 3+ years of managing complex scheduling, communications, and task prioritization

  • 3+ years experience coordinating across multiple teams or departments

  • Exceptional written and verbal communication skills, strong attention to detail, and tone

  • Proficiency in Google Workspace is a plus

  • Familiarity with HubSpot CRM, TriNet, or other HR/operations platforms is a plus

 

Compensation and Benefits

  • Salary ranges from $60-80k

  • Early equity stake

  • Medical (PPO, HMO, HDHP), dental, and vision 

  • FSA administration

  • Life Insurance

  • Short/long-term disability

  • Employee Assistance Program (EAP)

  • Commuter benefits

  • 401K

This position has been filled. Would you like to see our other open positions?