Executive Assistant to the CEO (Med Devices) - 19783

Executive Assistant to the CEO (Part-Time → Full-Time Potential)

Location: Remote

Employment Type: Part-Time to Start (Approx. 20 Hours/Week) with Opportunity to Transition to Full-Time

Schedule: Flexible with overlap to U.S. Eastern Time and occasional European business hours

Compensation: USD month initially depending on experience and schedule commitment

Reports To: CEO

Company: Confidential Medical Technology Startup

About The Company

We are a growing medical technology company focused on delivering innovative solutions within a specialized healthcare niche. As a lean, entrepreneurial organization, our team operates in a fast-paced startup environment where adaptability, initiative, and execution are highly valued.

With a team of approximately 12 employees, we are entering a stage of growth where leadership bandwidth has become a critical constraint. We are seeking a highly capable Executive Assistant who can help remove operational friction from the CEO's day-to-day life—both professionally and personally—allowing leadership to focus on strategic growth initiatives.

About The Role

This is not a traditional calendar-management-only Executive Assistant role.

We are looking for a highly organized, proactive, and resourceful individual who can function as a true right-hand partner to the CEO. Initially, the role will focus heavily on task management, personal assistance, scheduling coordination, research, and administrative support. Over time, there is significant opportunity for the role to expand into broader executive and operational responsibilities within the company.

The ideal candidate enjoys bringing order to chaos, managing competing priorities, and proactively solving problems before they become bottlenecks.

This role will support both the CEO's business responsibilities and select personal projects, helping create more capacity for strategic leadership and company growth.

Key Responsibilities

Executive Support

• Manage and coordinate the CEO's calendar, appointments, and scheduling
• Prioritize incoming requests and help manage competing priorities
• Organize meetings and prepare agendas when necessary
• Coordinate follow-up items and track outstanding action items
• Conduct online research and compile findings into concise summaries
• Prepare documents, reports, presentations, and meeting materials
• Assist with travel planning and logistics
• Manage executive communications and correspondence
• Support inbox organization and email management

Personal Assistant Responsibilities

• Coordinate personal appointments and scheduling
• Manage household and personal administrative projects
• Research vendors, service providers, contractors, and local resources
• Track personal projects, deadlines, and ongoing initiatives
• Assist with property-related coordination and administrative tasks
• Serve as a trusted administrative partner across multiple areas of the CEO's personal life

Operations & Project Coordination

• Maintain task trackers and project management systems
• Create and improve organizational workflows and processes
• Follow up with team members to ensure tasks remain on track
• Coordinate cross-functional projects and deadlines
• Document procedures and help build SOPs where needed
• Identify opportunities to improve efficiency and delegation

Financial & Administrative Support

• Assist with expense tracking and transaction coordination
• Support payment processing workflows with appropriate approval procedures
• Help organize financial records and administrative documentation
• Coordinate vendor payments and purchasing activities when authorized
• Assist with light bookkeeping-related tasks and record management
• Work within financial systems such as QuickBooks when appropriate and authorized by leadership

Required Qualifications

• 3+ years of Executive Assistant, Personal Assistant, Operations Coordinator, or Chief of Staff support experience
• Experience directly supporting founders, CEOs, business owners, or senior executives
• Exceptional written and verbal English communication skills
• Strong organizational and time management abilities
• Ability to manage multiple priorities simultaneously
• Excellent follow-through and attention to detail
• Comfortable handling confidential information
• Strong internet research capabilities
• High level of discretion and professionalism
• Ability to work independently with minimal supervision

Preferred Qualifications

• Experience supporting startup founders or entrepreneurs
• Healthcare, medical device, biotech, or healthcare services experience
• Experience with QuickBooks or basic bookkeeping functions
• Project management experience
• Familiarity with process improvement and workflow design
• Experience managing both executive and personal responsibilities
• Exposure to CRM systems, business operations, or financial administration
• Italian language proficiency is highly desirable but not required

Technology Stack

Experience With Some Combination Of

• Google Workspace
• Microsoft Office Suite
• QuickBooks
• Project management tools (Asana, ClickUp, Monday, Trello, etc.)
• Calendar management systems
• CRM platforms
• Communication platforms (Slack, Teams, Zoom)

Success in This Role

Within The First 90 Days, You Will

• Successfully take ownership of administrative and scheduling responsibilities
• Create organization and visibility around ongoing projects and priorities
• Reduce the CEO's administrative workload significantly
• Improve follow-up and task completion rates
• Become a trusted operational partner capable of independently managing day-to-day responsibilities
• Identify opportunities to improve systems, workflows, and delegation processes

Ideal Candidate Profile

You thrive in startup environments where priorities change quickly and no two days look the same.

You are naturally organized, highly dependable, and enjoy helping busy executives stay focused on high-impact work. You are equally comfortable managing calendar logistics, coordinating projects, handling sensitive information, and solving day-to-day problems independently.

Most importantly, you are proactive. You do not wait to be told what to do—you identify problems, propose solutions, and help create structure where none currently exists.