Executive Assistant to the CEO and CTO

Blackbird Ventures Pty; San Francisco (CA); On-site; USD 85,000 - 125,000; Full time

Benefits offered by this job

Healthcare

Dental & Vision

401k match

Equity

PTO 20 days

Meals & snacks

Professional development

Flexible hours

Global sites

Job summary

Coherence Neuro in San Francisco is seeking an Executive Assistant to support the Founder/CEO and CTO, working closely with the Director of Finance & Strategy. You will orchestrate day-to-day administration, organize meetings, and help drive strategic priorities across the leadership team.

This hands-on role requires excellent communication, meticulous organization, strong judgment, and the ability to manage confidential matters in a fast-paced, high-growth startup environment.

Qualifications

• 2+ years of experience supporting Founder or C-suite executives in a fast-paced environment.
• Demonstrated ability to coordinate complex cross-functional initiatives with multiple stakeholders.
• Outstanding organizational skills and close attention to detail.
• Excellent written and verbal communication with sound judgment for executive representation.

Responsibilities

• Manage the CEO and CTO’s calendar with strategic prioritization across meetings and company commitments.
• Identify time-management improvements and advise on prioritization and business needs.
• Serve as a strategic partner to Executives and leadership teams focusing on cohesion, operations, and planning.
• Prepare briefing materials, agendas, and follow-ups for leadership meetings.
• Handle confidential communications with discretion.
• Support external engagements such as conferences and stakeholder meetings.
• Coordinate domestic and international travel, including last-minute changes.
• Continuously improve leadership team efficiency and scalability.

Skills

Calendar management

Executive support

Cross-functional coordination

Written & verbal communication

Discretion & confidentiality

Proactive problem solving

High-growth mindset

Team collaboration

Tools

Microsoft Office

Google Workspace

Task management tools

Job description

Executive Assistant to the CEO and CTO

Location: SF

Type: Full-Time (on-site)

Coherence Neuro is a fast-growing, venture-backed company pioneering implantable technologies that interface with the human body to address critical unmet medical needs. We're looking for driven individuals who are passionate about pushing the boundaries of engineering and science to solve some of the most complex biological challenges. In this early-stage environment, we seek versatile team members with a hands-on approach and a willingness to learn quickly and adapt. We value diversity and encourage applicants from all backgrounds to join us in our mission. Learn about our team here!

We are seeking an exceptional Executive Assistant to support the CEO and CTO, partnering closely with the Director of Finance & Strategy. You will manage the day-to-day administrative and operational needs of the executive team, while also contributing to projects and initiatives that help drive the company's priorities. As a team player, you will manage a complex scope of responsibilities while maintaining a calm and steady presence in a fast-paced environment.

Key Responsibilities

• Manage the CEO and CTO’s calendar with strategic prioritization across internal meetings, leadership sessions, and company commitments
• Identify areas to optimize the Executives' time and make recommendations regarding time management, prioritization, and business needs
• Serve as a strategic thought and execution partner to your Executives and their leadership teams, with a focus on team cohesion, operations, and planning
• Prepare briefing materials, agendas, and follow-up communications for leadership meetings
• Handle confidential communications with discretion and professionalism
• Prepare the exec team for external engagements such as conferences, speaking events, and stakeholder meetings
• Support the leadership team in delivering an exceptional candidate and new hire experience—from providing high-touch support for candidates during onsite interviews to ensuring new team members are welcomed personally during their first week
• Coordinate domestic and international travel, including last-minute changes
• Continuously improve how the leadership team operates by identifying opportunities to make processes more efficient, scalable, and reliable

Required Qualifications and Skills

• 2+ years of experience supporting Founder or C-suite executives in a fast‑paced environment (we are open-minded to demonstrated rapid‑learners).
• Demonstrated ability to coordinate complex cross‑functional initiatives involving many stakeholders.
• Strong organizational and project management skills with close attention to detail.
• Outstanding written and verbal communication skills, with strong judgment about when and how to communicate on behalf of executives.
• Proficiency with tools such as Microsoft Office, Google apps, and task management platforms.
• Proactive, resourceful, and highly autonomous. You anticipate needs before they become problems.
• High attention to detail and a strong sense of ownership. You take pride in creating structure, improving processes, and ensuring nothing falls through the cracks.
• Thrives in a high‑growth environment where priorities change quickly and adaptability is essential.
• Positive, collaborative approach that contributes to team culture.

What will set you apart

• Demonstrated interest in advanced technology like neurotechnology or biotechnology.
• Having supported other start‑up executives from the seed to series C stage.
• Proven ability to build trust through reliability, discretion, and a consistent presence.
• Experience working with Notion or AI tools in a scaling organization.
• Examples of times you identified a process inefficiency and how you fixed it.
• Highly resourceful team player, with the ability to also be extremely effective independently.

Reporting Structure

This role is an integral part of the leadership team and reports directly to the CEO and Director of Finance & Strategy.

Benefits

• US standard
• Healthcare, dental and vision
• 401k with company match
• Equity
• Industry leading paid time off (PTO) - 20days/year + holidays
• Meals and snacks providedProfessional development support and training opportunities.
• Flexible working hours and travel opportunities (We have sites in Australia, UK and US!)
• A chance to work on impactful, life-changing technologies in a dynamic, innovative environment.