Executive Assistant to the CEO (Medical Devices)

About the Company

We are an expanding medical technology startup dedicated to developing groundbreaking solutions within a specialized healthcare sector. Our small, dynamic team of around 12 employees embraces a fast-paced startup culture that prizes adaptability, initiative, and effective execution.

Role Overview

This position begins as a part-time role with approximately 20 hours per week and carries the potential to transition into a full-time role. It involves providing comprehensive support to the CEO, not limited to conventional calendar management, but encompassing task prioritization, personal assistance, scheduling, research, and administrative duties. The schedule is flexible with necessary overlap in U.S. Eastern Time and occasional European business hours.

Key Responsibilities

• Manage and coordinate the CEO’s calendar, appointments, and meeting arrangements
• Prioritize and filter incoming requests and competing demands on the CEO’s time
• Prepare agendas, documents, reports, and presentations for meetings
• Track outstanding action items and ensure follow-through
• Conduct online research and summarize relevant findings
• Organize travel plans and logistics
• Handle executive communications and help organize inbox and emails
• Coordinate personal appointments and manage various household administrative projects
• Research and coordinate with vendors, service providers, and contractors for personal and professional needs
• Maintain and improve organizational workflows and project management systems
• Follow up on team tasks and support cross-functional project coordination
• Assist with financial record keeping, expense tracking, payment processing, vendor payment coordination, and light bookkeeping using tools like QuickBooks

Required Qualifications

• Minimum of 3 years’ experience supporting senior executives such as CEOs or founders as an Executive Assistant, Personal Assistant, Operations Coordinator, or Chief of Staff
• Excellent written and spoken English communication skills
• Strong organizational capabilities and the ability to manage several competing priorities simultaneously
• High attention to detail and reliable follow-through on tasks
• Confidence in handling confidential information with discretion and professionalism
• Proactive problem solver who identifies challenges and implements solutions independently

Preferred Qualifications

• Experience working in startup environments, particularly with founders or entrepreneurs
• Background or familiarity with healthcare, medical device, biotech, or healthcare services sectors
• Basic bookkeeping knowledge and experience with QuickBooks
• Project management skills and knowledge of improving operational workflows
• Experience managing both executive and personal responsibilities effectively
• Familiarity with CRM systems, business operations, and financial administrative tasks
• Fluency or proficiency in Italian is a significant advantage but not essential

Technical Skills

• Proficiency in Google Workspace and Microsoft Office Suite
• Knowledge of project management software such as Asana, ClickUp, Monday, or Trello
• Comfort using calendar management tools and communication platforms including Slack, Teams, and Zoom

Success Metrics

• Assuming full control over scheduling and administrative duties within the initial 90 days
• Enhancing visibility and organization around ongoing projects and priorities
• Reducing the administrative burden on the CEO substantially
• Improving task follow-up and completion rates across projects
• Establishing trust as a reliable operational partner capable of independent task management
• Identifying and implementing improvements to workflows, systems, and delegation processes

Ideal Candidate Profile

The perfect candidate thrives in an ever-evolving startup environment where adaptability is critical. They are naturally methodical, dependable, and excel in assisting senior executives to focus on impactful work by managing schedules, projects, confidential matters, and daily challenges independently. Above all, they are proactive, continuously seeking out issues and crafting solutions to streamline operations and reduce complexity.

Additional Information

• Location: Remote, with flexibility and some alignment with U.S. Eastern and occasional European hours
• Employment: Part-time initially (~20 hours weekly) with a path to full-time
• Compensation: Paid in U.S. dollars monthly, commensurate with experience and schedule commitment