Executive Assistant / Business Operations Coordinator

Vironix AI; Austin (TX); Remote; USD 65,000 - 90,000; Full time

Benefits offered by this job

100% Paid Health Insurance

Stock Options

Remote First Work Environment

Job summary

Vironix AI in Austin, TX is seeking an Executive Assistant for a remote-first role that anchors the operations of a fast-growing startup. The role blends high autonomy with close collaboration to keep leadership organized and focused on growth.

You will own projects end-to-end, support the CEO, coordinate vendors and onboarding, manage calendars, arrange travel, handle expenses, update social channels, and assist with events.

Qualifications

• Experience supporting C-suite or startup leadership.
• Strong written and verbal communication skills.
• Proactive, independent worker with problem-solving mindset.
• Proficient with Google Workspace and Microsoft Office.

Responsibilities

• End-to-end ownership of tasks and projects.
• Provide executive leverage by handling diverse activities for leadership.
• Personal assistant duties including errands and scheduling support.
• Vendor management and onboarding coordination.
• New hire onboarding and payroll setup coordination.
• Scheduling and meetings coordination; prepare and maintain agendas.
• Finance administration including expense reports and purchasing.

Skills

Executive support

Calendar management

Vendor coordination

Organizational skills

Communication

Tech-savvy

Google Workspace

Microsoft Office

Job description

Executive Assistant — Austin, TX

This role is based in Austin, TX and is remote first.

This Executive Assistant will play a pivotal role as the company grows and scales over the coming months. As this is a fast-moving startup environment, we are looking for someone who can operate independently, think proactively, and do whatever it takes to get the job done.

• End-to-end ownership — Take commitments and projects from start to finish. When you accept something, it's yours: you drive it forward, close every loop, and see it through to done — no reminders, no handoffs back.
• Executive leverage — Take on a large and constantly shifting portfolio of miscellaneous activities to lift the burden off the CEO's plate so leadership can stay focused on growth.
• Personal Assistant activities - Grocery deliveries, and coordinating cleaning services are a few examples.
• Vendor management — Serve as the point of contact for our operational vendors and platforms (HR providers, Paychex, Zoho, and other partners that support the business), keeping accounts current and issues resolved.
• New hire onboarding — Guide new employees through their first days, including insurance enrollment and payroll setup, so they hit the ground running.
• Scheduling and meetings — Coordinate meetings and calls across leadership, and craft and maintain agendas so nothing slips.
• Finance administration — Complete expense reports and handle company purchasing.
• Social media — Keep company social channels updated.
• Events and errands — Run company errands and support events when needed.

• Independent problem-solvers.You default to figuring it out yourself — searching, testing, asking the software, reading the docs — before pulling anyone else in. When you do exp, you come with a proposed answer, not just a question.
• People with urgency.You move fast, close loops the same day, and don't let tasks sit in limbo waiting on someone else.
• Tech-fluent operators.You're at home in modern web and mobile tools, pick up new software quickly, and are fully proficient across Google Workspace and Microsoft Office.
• Organized and reliable.You're on time, you track your own commitments, and nothing falls through the cracks on your watch.
• Strong communicators.You write clearly, keep stakeholders informed proactively, and represent the company well with vendors and partners.
• Adaptable generalists.No task is beneath you, and no unfamiliar task intimidates you. You'd rather be trusted with a lot than boxed into a narrow lane.
• Startup-tested.You've worked in an early-stage or high-growth startup environment before, so shifting priorities, lean teams, and wearing multiple hats feel familiar rather than chaotic.

Why Join

• 100% Paid Health Insurance
• Stock Options in a growing startup
• Remote First Work Environment