Executive Assistant / Operations Associate

Executive Assistant / Operations Associate

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.

• 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

• 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