Marketing Operations Associate

Subsense Inc.; Palo Alto (CA); On-site; USD 70,000 - 100,000; Full time

Benefits offered by this job

Equity

Medical, dental, and vision

401(k)

Commuter benefits

Paid time off

Job summary

Subsense Inc. is seeking an on-site Operations & Events Coordinator in the Bay Area. You will own the marketing task system, track deadlines, and ensure nothing falls through the cracks in a fast-paced biotech startup environment.

You will manage conferences, PR agency coordination, vendor paperwork, and event logistics, with a contract-to-hire path based on performance. Join a small team building a groundbreaking NanoBCI platform.

Qualifications

• 1–3 years in operations, events, executive assistance, or agency coordination.
• Strong prioritization and communication; ability to handle multiple tasks.
• Bay Area presence required; on-site work most days.
• Experience with AI tools for summaries/research is a plus.

Responsibilities

• Manage the marketing task board and calendar; track deadlines and send reminders.
• Plan and shortlist conferences; handle registrations, abstracts, speaker nominations, travel, and sponsor paperwork.
• Coordinate with PR agencies; track action items and ensure delivery against scope.
• Schedule meetings; prepare agendas and follow-ups with internal teams, speakers, partners and vendors.
• Route NDAs/contracts; collect quotes, track invoices, and organize files.
• Coordinate events and lab visits; manage logistics for tours, filming, panels, and forums.
• Provide weekly status updates to stakeholders.

Job description

About Subsense

Subsense is a deep-tech company developing the world’s first non-surgical, bidirectional brain-computer interface powered by plasmonic and magnetoelectric nanoparticles. Our mission is to unlock direct communication between the human brain and AI - starting with medical applications such as stroke recovery and moving toward cognitive enhancement for healthy users. Headquartered in Palo Alto, Subsense brings together leading scientists and engineers to redefine the future of human‑machine interaction.

Subsense is building an AI-native NanoBCI: a non-surgical brain-computer interface that uses nanoparticles instead of implants. We are about 40 scientists and engineers across two Bay Area labs, starting with medical applications such as Parkinson's and ALS. Our marketing team runs conferences, PR, investor materials, events and our social presence, and the pace is high.

The role

You are the person who makes sure nothing falls through the cracks. In a typical month our marketing team tracks 10 or more conference deadlines, a weekly PR agency cycle, several vendors, lab visits, filming days and investor requests, all at once.

You will own the system that holds all of it: one source of truth for deadlines, owners and status. You will close loops before anyone has to ask. This is a contract-to-hire position based on performance.

What You'll Do

• Deadline and task system: run our marketing task board and calendar, track every deadline, send reminders a week and a day ahead, flag risks early
• Conferences: research and shortlist conferences, prepare and submit applications, abstracts and speaker nominations, handle registration, travel and sponsor paperwork (SfN, NYBCI, IEEE Brain, BCI Society, Milken and more)
• PR agency management: join the weekly call with PR agency, track action items, check delivered work against the agreed scope, keep invoices on time
• Scheduling: book meetings across internal teams, speakers, partners and vendors; prepare agendas and send follow-ups
• Vendors and paperwork: route NDAs and contracts, collect quotes, track invoices and expenses, keep files organized in the shared drive
• Events and visits: logistics for lab tours, filming days, panels and our annual Forum (speaker travel, catering, venue, RSVPs, thank-you notes, photo delivery)
• Reporting: keep a weekly status update for Alex

You might be a fit if you

• Love closing tasks and feel calm when a list is long
• Have 1 to 3 years in operations, events, executive assistance, or agency coordination
• Prioritize well: you can tell what matters today versus what can wait, and you explain why
• Communicate clearly, directly, and think outside the box to find solutions
• Live in Notion, monday.com, Asana or similar, plus Google Workspace, Slack and calendars
• Use AI tools actively to work faster and smarter (summaries, drafts, research) and still check the details
• Live in the Bay Area and can be on‑site most days

Nice to have

• Experience in biotech, medtech, deep tech or a startup
• Conference or trade show logistics
• Event planning or PR agency background

How to apply

Send your resume and a short note on the most complex thing you have kept organized. Shortlisted candidates complete three short test tasks and present them in a Loom before the first interview.

Why You’ll Thrive

You'd be joining a small team developing a non-surgical, bidirectional brain-computer interface powered by plasmonic and magnetoelectric nanoparticles. You’ll help translate early research into working technology, with the opportunity to influence both the platform and how we build it.

A few things that make this different:

• Own meaningful technical work: Take projects from early R&D through functional prototypes, with room to test ideas, solve complex problems, and shape design decisions.
• Build across disciplines: Work hands‑on with ultrasound, electronics, and instrumentation alongside scientists and engineers in neuroscience, nanotechnology, and AI.
• Help shape a novel platform: Contribute to technology with the potential to restore neurological function and, over time, enable direct brain‑to‑AI communication.
• Make a visible impact: Join a team where your contributions directly influence technical progress, with equity that lets you share in the company’s growth.

Our work takes place across labs in Palo Alto and Mountain View. We offer a competitive salary, equity, and comprehensive benefits, including medical, dental, and vision coverage, a 401(k), commuter benefits, and paid time off.

Subsense is an equal‑opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees.

We may use artificial intelligence (AI) tools to support parts of the hiring process, such as reviewing applications, analyzing resumes, or assessing responses and identifying potential inconsistencies or verification signals in application materials based on available information. These tools assist our recruitment team but do not replace human judgment. Final hiring decisions are ultimately made by humans. If you would like more information about how your data is processed, please contact us.