Executive Assistant

Who you are

• You've supported founders and executives through fast-changing priorities and competing deadlines, handling sensitive information with discretion
• You're proactive about building the systems and processes a growing company needs
• You identify the gap before someone has to point it out to you, and put a solution in place
• You're organized, steady under pressure, and a problem solver
• You're proactive rather than reactive identifing issues before they become problems and keep people informed without being asked
• You 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 wait
• You handle sensitive information with discretion
• You have worked and thrived at scalling companies where the scope is still being defined and getting something done often means figuring it out yourself
• 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 experience owning complex calendars, travel, and external scheduling across multiple time zones and stakeholder types (investors, partners, candidates)
• Experience coordinating recruiting logistics — interview scheduling, panel management, candidate communication — at a company actively hiring across multiple roles
• Track record of running an office or facilities function: vendor management, budgets, inventory, IT and equipment coordination
• Exceptional written and verbal communication — polished with external stakeholders, crisp and direct internally
• Proven discretion handling confidential compensation, personnel, and business information
• Fluency with the modern operations toolkit: Google Workspace, Slack, Notion, an ATS, expense and travel tools, and the ability to pick up new software quickly
• Based in the San Francisco Bay Area and able to be in the office 3 days a week (Tue/Wed/Thu)
• Experience at a venture-backed startup between Seed and Series B, where you owned operations broadly rather than a narrow slice
• Exposure to HR administration or people operations — onboarding, headcount tracking, benefits coordination, or HRIS tools
• Experience supporting board meetings, investor relations, or fundraising logistics
• Experience planning offsites and team events for distributed teams
• Comfort with light data work — building trackers, headcount reports, or simple dashboards in Sheets or similar
• Interest in healthcare, life sciences, or mission-driven companies; familiarity with the rare disease community is a plus but not required

What the job involves

• 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