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.

Executive Assistant to the CEO (Med Devices) - 19783