Executive Assistant / Office Operations Coordinator (Medical Device Startup)

Assist World

Philippines Remote part_time

Posted: January 8, 2026

Job Description

Role Overview
We are seeking a proactive, highly organized part-time Executive Assistant / Office Operations Coordinator to support a small but growing California-based medical device startup (hybrid team). This role will provide a blend of light executive support (calendar, external scheduling, conference agendas) and company admin/office operations
coordination (mail triage, ordering, event support). This is ideal for someone who can work with minimal direction, anticipate needs, and keep administrative workflows moving smoothly.

Key Responsibilities
1) Executive Support (Light EA)
● Manage calendar scheduling and coordination with external groups (Board, investors, partners)
● Coordinate scheduling around conferences and travel
● Build and maintain conference agendas and schedules
● Assist with meeting logistics and reminders (including time zone coordination)

2) Admin & Office Operations Support (Virtual-Friendly)
● Coordinate weekly company lunch ordering and office supply/grocery delivery (e.g., Costco or similar)
● Maintain basic office operations checklists and recurring tasks
● Support planning and coordination for company events (off-sites, internal gatherings)

3) Paper Mail Triage & Routing (Hybrid Process)
● Help manage incoming physical/paper mail through a defined process:
○ Office team opens mail and scans it
○ VA organizes files, routes items to the correct owner, flags urgent items, and tracks follow-ups
● Create a simple intake tracker for mail items and ensure proper filing/storage

4) Communication & Early-Day Responsiveness
● Support early communication workflows to align with Europe-based stakeholders
● Monitor email/inbound items during early California hours and help ensure timely replies (as aligned with leadership)

5) Light Social Media Support (Optional / Growth Area)
● Post scheduled content provided by the marketing lead
● Monitor comments/DMs and flag/respond per internal guidelines (as required)
● Support basic content publishing consistency (implementation-focused, not strategy)

Required Qualifications (Must-Haves):
• 3+ years experience supporting executives or teams in an EA/admin/ops role
• Strong calendar management and scheduling skills across time zones
• Proactive mindset (able to identify next steps vs. waiting for instructions)
• Excellent written English and professional communication
• High attention to detail and strong follow-through
• Comfortable working with a hybrid team and coordinating with office-based staff

Preferred Skills (Nice-to-Haves):
• Experience supporting startups, medical/healthcare, or regulated environments
• Familiarity with handling mail scanning workflows and document routing
• Experience supporting events/off-sites and conference planning
• Social media posting + inbox monitoring experience (implementation)

Tools & Systems:
• Google Workspace / Gmail
• Slack
• SharePoint (preferred familiarity)
• Basic spreadsheets/docs for trackers and task lists

Success Measures (KPIs):
• Calendar accuracy and scheduling turnaround time
• Responsiveness to executive/admin requests (especially early-day inbox coverage)
• Consistent completion of recurring office ops tasks (lunch, supplies, event support)
• Mail workflow accuracy (correct routing, clean filing, zero missed urgent items)
• Proactive identification of gaps and improvements to admin processes

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

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