Executive Assistant for AI Startup

About Us

Pomelo places the best offshore talent with top brands, startups, and agencies across the globe. We enable hard-working and ambitious talent to work remotely from their home countries, while gaining exposure into how the world’s top companies operate.

About the Role

We’re looking for an experienced, reliable, proactive, and extremely hard-working Executive Assistant to support a VC-backed, US-based healthcare tech startup (that has raised over $100M in venture funding). You will be supporting the company's Business Operations Lead (and the Business Operations team) in this role. Your goal will be to take as many tasks off the executive's plate as possible, helping them optimize/save time and support the growth of the business. You'll need to have exceptional organization, communication, and problem-solving skills to excel in this role.

Responsibilities

• Act as the right hand to the executives for all administrative and operational tasks, helping the executives save time and resources
• Manage/organize email inboxes and calendars for the executives, including prioritizing calls/meetings based on business needs and scheduling travel/itineraries as requested
• Proactively follow-up with timely reminders and to-do lists
• Set the agenda and discussion points/topics for the executives' meetings
• Act as the main point of contact for various projects, including corresponding with third-parties, coordinating and prioritizing meetings, and organizing events from start to finish
• Lead, manage, and oversee project timelines, budgets, and resources 
• Create knowledge bases, SOPs, and other documents based on business needs
• Actively listen to executives' feedback and gather insights to constantly identify opportunities for business improvement
• Handle basic financial tasks such as expense tracking, invoicing, budgeting, and reimbursement
• Ensure that all deadlines are met and all work is produced in a timely manner
• Perform ad hoc administrative, business operations, and special project tasks as needed

Qualifications

• Bachelor’s degree in a relevant field
• 4-5+ years in an executive assistant/operational/admin role  
• Professional fluency in English with excellent written, reading, and speaking skills
• Proficient in Slack and Google Workspace; experience with project management tools is a plus
• Ability to handle confidential information and anticipate needs
• Ability to work in a 12-hour shift in US Pacific Time zone (9:00am-9:00pm PT) - note that the shift will not be maxed out with work every minute; the team is just looking for a candidate who is generally available during much of the day, as the BizOps team works long hours

Benefits

• Competitive pay, always in US dollars
• Work remotely from the comfort of your home
• Health & wellness benefit
• Paid holidays and time off
• Performance and referral bonuses
• Global exposure to the world’s best companies