Executive Assistant / Operations Coordinator (Startup – Biotech/FoodTech)

We’re seeking a highly organized, proactive Executive Assistant / Operations Coordinator to support two co-founders at an early-stage deep tech startup. This role is ideal for someone who thrives in fast-moving environments, can take ownership of operational tasks, and helps founders stay focused on R&D and product development.

The EA will manage scheduling, relationship follow-ups, investor/admin coordination, light HR and accounting support, and various high-impact tasks that remove friction from day-to-day execution.

● Schedule and coordinate meetings across multiple stakeholders (customers, investors, advisors, vendors)

● Manage calendar logistics and confirmations

● Ensure meetings are properly prepared and all parties are aligned

● Support flexible scheduling needs within standard working hours

● Draft and send professional outreach emails using provided templates

● Support follow-ups for:

○ Investor updates/newsletters

○ Partner/advisor coordination

○ Customer relationship management (limited customer volume;

relationship-focused)

● Route drafts for approval before sending; implement edits quickly

● Own a rolling task list and execute assigned deliverables end-to-end

● Support general operations such as:

○ setting up software accounts/tools

○ coordinating insurance/admin items

○ supporting equity/admin coordination tasks

○ coordinating with service providers and external partners

● Conduct research and provide options with quick summaries (price, specs, best-fit)

● Source vendors/service providers (e.g., immigration attorney, software tools, equipment)

● Identify cost-effective purchasing options and send recommendations for approval

● Assist with basic accounting tasks using QuickBooks (or similar)

● Help set up accounts, maintain clean records, and pull simple reports

● Document actions with screen recordings and notes so processes are repeatable

● Assist with onboarding and employee set-up in HR systems

● Maintain accurate employee records and basic HR admin workflows (small team)

● Support consistent workflow visibility via short check-ins:

○ Morning: review tasks and priorities

○ Midday: status check and blockers

○ End-of-day: completion recap + tomorrow planning

● Track progress and ensure clarity across deliverables 

○ Quartzy (or similar)

○ Fisher Scientific / Thermo Fisher workflows

100% REMOTE

$50 birthday bonus

$200 testimonial bonus

$300 tenure bonus every 6 months

$500 entry monthly raffle

NO TRACKER. NO PROBLEM