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About the Role
Citizen Health is seeking an Executive Assistant & Office Manager to support the CEO and CBO, manage the San Francisco office, oversee recruiting coordination, and handle ad hoc business operations. This role offers broad scope, significant ownership, and a close view of early-stage company operations, acting as a key liaison between founders and stakeholders.
Responsibilities
- Manage CEO and CBO calendars, including competing priorities and external scheduling.
- Serve as the scheduling and communications point of contact for external stakeholders.
- Coordinate domestic and international travel.
- Prepare agendas, pre-reads, and meeting materials; track action items.
- Manage executive expense reporting.
- Triage inbound requests and protect founder time.
- Coordinate board meetings, investor updates, and leadership offsites.
- Manage day-to-day office operations, including vendor relationships and contracts.
- Manage office supply, equipment, and kitchen inventory within budget.
- Coordinate IT and workstation setup for new hires and existing team equipment needs.
- Serve as the first point of contact for facilities issues.
- Schedule and coordinate all candidate interviews and onsites.
- Manage interviewer panels and reschedules.
- Own candidate communication and experience from first contact through onsite.
- Maintain candidate records and keep the pipeline clean in the ATS.
- Own and maintain the company-wide onboarding playbook.
- Own the monthly headcount report.
- Support onboarding documentation and HR administration.
- Plan and execute team events, all-hands logistics, offsites, and celebrations.
- Take on ad hoc business operations projects such as vendor and tool procurement, contract tracking, process documentation, and research.
Requirements
- Supported founders and executives through fast-changing priorities and competing deadlines.
- Handled sensitive information with discretion.
- Proactive in building systems and processes for a growing company.
- Identified gaps and implemented solutions independently.
- Organized, steady under pressure, and a problem solver.
- Proactive rather than reactive.
- Managed multiple priorities simultaneously.
- Demonstrated good judgment about urgency and importance.
- Thrived in scaling companies with undefined scope.
- 4+ years of experience in executive support, office management, operations, or a comparable role.
- At least 2 years directly supporting C-level executives or founders.
- Demonstrated experience owning complex calendars, travel, and external scheduling across multiple time zones and stakeholder types.
- Experience coordinating recruiting logistics at a company actively hiring across multiple roles.
- Track record of running an office or facilities function.
- Exceptional written and verbal communication skills.
- Proven discretion handling confidential information.
- Fluency with Google Workspace, Slack, Notion, an ATS, expense and travel tools.
- Ability to pick up new software quickly.
- Based in the San Francisco Bay Area.
- Able to be in the office 3 days a week (Tue/Wed/Thu).
Skills
- Executive Support
- Office Management
- Operations
- Calendar Management
- Travel Coordination
- External Scheduling
- Recruiting Coordination
- Candidate Communication
- Vendor Management
- Budget Management
- Inventory Management
- IT Coordination
- Facilities Management
- Onboarding
- Headcount Reporting
- HR Administration
- Team Event Planning
- Business Operations
- Google Workspace
- Slack
- Notion
- ATS
- Expense Tools
- Travel Tools
Location
- San Francisco
Work Type
- Hybrid
- Full-time
Experience Level
- 4+ years of experience
- 2+ years directly supporting C-level executives or founders
Benefits
- Competitive salary + equity
- Comprehensive health, dental, and vision insurance
- Unlimited PTO
- 12 weeks paid parental leave
- Work-from-anywhere 30 days per year
- Company offsites
About the Company
- Citizen Health is building Ari, an AI advocate for families navigating rare disease, by combining data, AI, and community.
- The company aims to provide personalized insights for clinical decisions and day-to-day challenges.
- Citizen Health provides biopharma and researchers with seamless access to patients and regulatory-grade data.
- The company was founded by experienced entrepreneurs and is funded by top-tier investors.
- Citizen Health is a mission-driven team excited to be building the future of consumer healthcare.
Equal Opportunity
- Citizen Health is proud to be an equal opportunity employer.
- We celebrate diversity and are committed to creating an inclusive environment for all employees.
- We welcome applicants of all backgrounds, identities, and experiences — regardless of race, gender identity, sexual orientation, religion, national origin, age, disability, or veteran status.