Executive Assistant (Project Management)

Job Description

We're looking for an Executive Assistant with strong project management instincts to support a growing healthtech team. This role blends hands-on executive support with operational project management, making it ideal for someone who is equally comfortable managing a busy calendar and keeping a cross-functional project on track.

You will start by owning executive support, meeting coordination, and documentation, and grow into full ownership of project timelines, deliverables, and team accountability. If you are highly organized, proactive, and thrive in fast-moving environments where no two days look the same, this role is a strong fit.

Why You'll Want to Join

• You will be paid in USD (bi-monthly: every 15th and 30th)
• Paid Time Off in accordance with company policy
• Observance of Holidays per company guidelines
• 100% remote setup so you can work wherever you feel most productive
• Collaborate with a mission-driven team using AI to improve home-health operations
• Opportunity to grow into a senior project management or operations leadership role

What You'll Work On

Executive and Administrative Support

• Manage calendars, scheduling, and inbox coordination on behalf of leadership
• Attend team meetings, take clear and concise notes, and circulate summaries with action items and owners
• Maintain internal trackers and follow-up lists to ensure nothing falls through the cracks
• Support document management, filing, and internal system organization across tools
• Handle ad hoc executive requests and close loops without needing to be reminded

Team and Client Coordination

• Manage and respond to team and client inquiries via email or chat professionally and promptly
• Support onboarding and follow-up tasks for internal or client-facing projects
• Build familiarity with the company's healthcare systems, tools, and workflows
• Help identify communication gaps and surface process improvements proactively

Project Management and Operational Oversight

• Track deadlines, deliverables, and ownership across multiple teams and workstreams
• Use project management tools including Notion, Slack, and Linear to maintain visibility and drive progress
• Create and distribute weekly status updates, summaries, and reports for leadership
• Assist with planning, process documentation, and continuous improvement initiatives

What You Bring

• 2 to 4 years of experience in executive support, project coordination, or operations, preferably in SaaS, healthtech, or a startup environment
• Strong written and verbal communication skills with a clear, professional tone
• Highly organized, detail-oriented, and proactive: you keep things moving without being asked
• Comfortable managing shifting priorities and learning new tools quickly
• Proficiency with Google Workspace, Slack, Notion, or similar productivity tools
• Reliable, coachable, and committed to getting things right

Nice to Have

• Experience in healthtech, SaaS, or AI-driven product environments
• Familiarity with CRM systems, dashboards, or project reporting tools
• Exposure to Linear or similar project tracking platforms
• Ability to summarize complex discussions into clear, structured updates
• Previous exposure to AI tools or healthcare workflow software

How to Apply

Please include:

1. Your updated resume
2. A short Loom video (1 to 2 minutes) introducing yourself, describing how you support a busy executive or leadership team, and walking through how you keep multiple projects organized simultaneously

Only candidates who submit a Loom video will be moved to the next step of the hiring process.

If you are a sharp, organized operator who can support leadership and keep projects moving at the same time, this role gives you the access, the ownership, and the growth path to build a long-term career in healthcare operations.

Application Process Overview

Our comprehensive selection process ensures we find the right fit for both you and our clients:

1. Initial Application - Submit your application and complete our prequalifying questions
2. Video Introduction - Record an video introduction to showcase your communication skills and work experience
3. Role-Specific Assessment - Complete a homework assignment tailored to the position (if applicable)
4. Recruitment Interview - Initial screening with our talent team
5. Executive Interview - Meet with senior leadership to discuss role alignment
6. Client Interview - Final interview with the client team you'd be supporting
7. Background & Reference Check - Professional reference verification
8. Job Offer - Successful candidates receive a formal offer to join the team

Each stage is designed to evaluate your fit for the role while giving you insights into our company culture and expectations. We'll keep you informed throughout the process and provide feedback at each step.