Executive Assistant (Office Operations Manager)

Citizen Health; United States; On-site; USD 110,000 - 170,000; Full time

Benefits offered by this job

Comprehensive health insurance

Company off-sites

Work-from-anywhere 30 days of the year

Unlimited PTO

Potential for equity

12 weeks of paid parental leave

Job summary

Citizen Health is hiring an Executive Assistant & Office Manager to support our CEO and CBO, run the San Francisco office, manage recruiting coordination, and own ad hoc business operations.

You’ll be the connective tissue across founders and the team, owning calendars, travel, expenses, board/investor logistics, and IT/setup for new hires. This role offers broad ownership in a fast‑moving startup.

Qualifications

• 4+ years of experience in executive support, office management, operations, or a comparable role, with at least 2 years directly supporting C-level executives or founders.
• Demonstrated ability to manage complex calendars, travel, and external scheduling across multiple time zones and stakeholder types.
• Experience coordinating recruiting logistics — interview scheduling, panel management, candidate communication — at a startup or growth-stage company.
• Strong discretion handling confidential compensation, personnel, and business information.

Responsibilities

• Own executive calendars and scheduling across internal and external stakeholders, including investors, partners, and candidates.
• Coordinate domestic and international travel end-to-end and prepare travel materials.
• Manage office operations, vendor relationships, contracts, budgets, and IT/equipment coordination.
• Support HR onboarding, headcount reporting, and employee records in the ATS.
• Plan team events, all-hands, offsites, and culture-building activities for a distributed team.
• Lead ad hoc operations projects and improve processes to prevent bottlenecks.

Skills

Executive support

Calendar management

Travel planning

Communications

Office management

Vendor management

HR onboarding

Cross-functional collaboration

Tools

Google Workspace

Slack

Notion

ATS

Job description

• We’re hiring an Executive Assistant & Office Manager to support our CEO and CBO directly, run our San Francisco office, own recruiting coordination end-to-end, and take on ad hoc business operations work across the company
• Most companies split this work across three or four people
• Here, it’s one seat — which means broad scope, real ownership, and a close-up view of how an early-stage company actually runs
• You’ll be the connective tissue between the founders and everyone else: the person who knows what’s happening this week, who needs what from whom, and what’s going to fall through the cracks unless someone catches it
• You’ll operate with a high degree of autonomy and handle confidential information across compensation, personnel, and business development
• This role is based in San Francisco with regular in-office presence
• You’ll report to the CEO and work day-to-day with both co-founders
• Executive support for the CEO and CBO — Own both calendars, including competing priorities across recurring internal meetings and all external scheduling with investors, partners, advisors, and candidates
• Serve as the scheduling and communications point of contact for external stakeholders
• Coordinate domestic and international travel end-to-end
• Prepare agendas, pre-reads, and meeting materials; track action items afterward and make sure they close
• Manage expense reporting for both executives
• Triage inbound requests and protect founder time — deciding what needs their attention and what you can resolve yourself
• Board, investor, and leadership logistics — Coordinate board meetings, investor updates, and leadership offsites: scheduling, materials assembly, logistics, and follow-through
• Office and operations management — Run the day-to-day operations of the office
• Own vendor relationships and contracts (building management, cleaning, catering, IT, supplies)
• Manage office supply, equipment, and kitchen inventory within budget
• Coordinate IT and workstation setup for new hires and equipment needs for the existing team
• Serve as the first point of contact for facilities issues and building management, including mail and shipping, access, seating, and safety
• Recruiting coordination — Schedule and coordinate all candidate interviews and full-day onsites across open roles
• Manage interviewer panels and reschedules across multiple calendars, including executive interviews
• Own candidate communication and experience from first scheduling contact through onsite — every candidate should leave thinking Citizen is the most organized company they’ve talked to
• Maintain candidate records and keep the pipeline clean in our ATS
• People operations and HR administration — Own and maintain the company-wide onboarding playbook used for every new hire across departments
• Own the monthly headcount report covering full-time employees, contractors, and interns
• Support onboarding documentation and other HR administration as needed
• Team events and culture — Plan and execute team events, all-hands logistics, offsites, and celebrations
• Help make a distributed, fast-moving team feel like one team
• Ad hoc business operations — Take on the projects that don’t have an owner yet: vendor and tool procurement, contract tracking, process documentation, internal tooling setup, one-off research and analysis for the founders, and whatever else comes up
• You’ll see problems before we do and fix them before we ask

Benefits

• Comprehensive health insurance
• Company off-sites
• Work-from-anywhere 30 days of the year
• Unlimited PTO
• Potential for equity
• 12 weeks of paid parental leave

Exposure to HR administration or people operations — onboarding, headcount tracking, benefits coordination, or HRIS toolsExperience planning offsites and team events for distributed teamsExperience supporting board meetings, investor relations, or fundraising logisticsBased in the San Francisco Bay Area and able to be in the office 3 days a week (Tue/Wed/Thu)Demonstrated experience owning complex calendars, travel, and external scheduling across multiple time zones and stakeholder types (investors, partners, candidates)You’ve supported founders and executives through fast-changing priorities and competing deadlines, handling sensitive information with discretionYou have worked and thrived at scalling companies where the scope is still being defined and getting something done often means figuring it out yourselfProven discretion handling confidential compensation, personnel, and business informationYou’re organized, steady under pressure, and a problem solverTrack record of running an office or facilities function: vendor management, budgets, inventory, IT and equipment coordinationYou’re proactive about building the systems and processes a growing company needsExceptional written and verbal communication — polished with external stakeholders, crisp and direct internallyYou identify the gap before someone has to point it out to you, and put a solution in place4+ years of experience in executive support, office management, operations, or a comparable role, with at least 2 years directly supporting C-level executives or foundersFluency with the modern operations toolkit: Google Workspace, Slack, Notion, an ATS, expense and travel tools, and the ability to pick up new software quicklyInterest in healthcare, life sciences, or mission-driven companies; familiarity with the rare disease community is a plus but not requiredYou handle sensitive information with discretionYou manage multiple priorities at once without losing track of any of them, and you have good judgment about what’s urgent, what’s important, and what can waitYou’re proactive rather than reactive identifing issues before they become problems and keep people informed without being askedExperience coordinating recruiting logistics — interview scheduling, panel management, candidate communication — at a company actively hiring across multiple rolesExperience at a venture-backed startup between Seed and Series B, where you owned operations broadly rather than a narrow sliceComfort with light data work — building trackers, headcount reports, or simple dashboards in Sheets or similar