Executive Assistant / Operations Coordinator (Startup – Biotech/FoodTech)

Role Overview

We’re seeking a highly organized, proactive Executive Assistant / Operations Coordinator to support two co-founders at an early-stage deep tech startup. This role is ideal for someone who thrives in fast-moving environments, can take ownership of operational tasks, and helps founders stay focused on R&D and product development.

The EA will manage scheduling, relationship follow-ups, investor/admin coordination, light HR and accounting support, and various high-impact tasks that remove friction from day-to-day execution.

Core Responsibilities

1) Executive Support & Calendar Management

● Schedule and coordinate meetings across multiple stakeholders (customers, investors, advisors, vendors)

● Manage calendar logistics and confirmations

● Ensure meetings are properly prepared and all parties are aligned

● Support flexible scheduling needs within standard working hours

2) Relationship Management & Outreach (Non-Closing)

● Draft and send professional outreach emails using provided templates

● Support follow-ups for:

○ Investor updates/newsletters

○ Partner/advisor coordination

○ Customer relationship management (limited customer volume;

relationship-focused)

● Route drafts for approval before sending; implement edits quickly

3) Operations & Task Ownership

● Own a rolling task list and execute assigned deliverables end-to-end

● Support general operations such as:

○ setting up software accounts/tools

○ coordinating insurance/admin items

○ supporting equity/admin coordination tasks

○ coordinating with service providers and external partners

4) Research & Vendor/Tool Sourcing

● Conduct research and provide options with quick summaries (price, specs, best-fit)

● Source vendors/service providers (e.g., immigration attorney, software tools, equipment)

● Identify cost-effective purchasing options and send recommendations for approval

5) Light Accounting & Reporting Support

● Assist with basic accounting tasks using QuickBooks (or similar)

● Help set up accounts, maintain clean records, and pull simple reports

● Document actions with screen recordings and notes so processes are repeatable

6) Light HR/Admin Support

● Assist with onboarding and employee set-up in HR systems

● Maintain accurate employee records and basic HR admin workflows (small team)

7) Daily Execution Rhythm (Internal Coordination)

● Support consistent workflow visibility via short check-ins:

○ Morning: review tasks and priorities

○ Midday: status check and blockers

○ End-of-day: completion recap + tomorrow planning

● Track progress and ensure clarity across deliverables 

• QuickBooks (or similar accounting software)
• Gusto, BambooHR (or similar HR tools)
• Google Workspace (Docs, Sheets, Calendar, Drive)
• Email management tools
• AI tools (e.g., ChatGPT) for drafting, summarizing, templating, etc.

• Experience in lab operations / lab purchasing / lab admin
• Familiarity with procurement platforms or vendors such as:

• Background in biotech, R&D environments, hardware/software companies (not required)

• 3+ years experience in EA, Ops Admin, or high-trust support roles
• Strong written communication (able to draft clean, professional outreach)
• Extremely organized and capable of owning tasks independently
• Comfortable working across multiple priorities and shifting tasks
• Strong research skills and ability to present options clearly
• High discretion and professionalism (investor + internal operations exposure)

• Scheduling accuracy and meeting coordination speed
• Task completion rate and follow-through quality
• Responsiveness to founder requests and turnaround time
• Quality of research outputs (options clearly presented, actionable)
• Operational efficiency improvements (process documentation, repeatable workflows)

Why Join Assist World?

100% REMOTE

$50 birthday bonus

$200 testimonial bonus

$300 tenure bonus every 6 months

$500 entry monthly raffle

NO TRACKER. NO PROBLEM