Executive Assistant / Office Operations Coordinator (Medical Device Startup)

We are seeking a proactive, highly organized part-time Executive Assistant / Office Operations Coordinator to support a small but growing California-based medical device startup (hybrid team). This role will provide a blend of light executive support (calendar, external scheduling, conference agendas) and company admin/office operations

coordination (mail triage, ordering, event support). This is ideal for someone who can work with minimal direction, anticipate needs, and keep administrative workflows moving smoothly.

● Manage calendar scheduling and coordination with external groups (Board, investors, partners)

● Coordinate scheduling around conferences and travel

● Build and maintain conference agendas and schedules

● Assist with meeting logistics and reminders (including time zone coordination)

● Coordinate weekly company lunch ordering and office supply/grocery delivery (e.g., Costco or similar)

● Maintain basic office operations checklists and recurring tasks

● Support planning and coordination for company events (off-sites, internal gatherings)

● Help manage incoming physical/paper mail through a defined process:

○ Office team opens mail and scans it

○ VA organizes files, routes items to the correct owner, flags urgent items, and tracks follow-ups

● Create a simple intake tracker for mail items and ensure proper filing/storage

● Support early communication workflows to align with Europe-based stakeholders

● Monitor email/inbound items during early California hours and help ensure timely replies (as aligned with leadership)

● Post scheduled content provided by the marketing lead

● Monitor comments/DMs and flag/respond per internal guidelines (as required)

● Support basic content publishing consistency (implementation-focused, not strategy)

100% REMOTE

$50 birthday bonus

$200 testimonial bonus

$300 tenure bonus every 6 months

$500 entry monthly raffle

NO TRACKER. NO PROBLEM