ABOUT THE ROLE

We are looking for a proactive and detail-oriented Executive Assistant to support our partner's executive team in streamlining operations and enhancing productivity.

This role enables our partner's leadership to stay focused on accelerating their mission of using AI to transform healthcare outcomes globally, by driving operational excellence, clarity, and alignment.
The Executive Assistant will support Directors, Vice Presidents (VPs) and other business leaders.

The hiring company is a US-based, VC-backed healthtech startup redefining healthcare through artificial intelligence. As an AI-first company, they provide a unified AI orchestration platform that empowers healthcare organizations to deploy, manage, and scale intelligent agents safely and efficiently. Their solutions transform disconnected AI pilots into enterprise-scale automation programs that deliver measurable impact in clinical and operational outcomes.

They operate at the intersection of artificial intelligence, healthcare innovation, and enterprise automation, helping global teams design, execute, and monitor intelligent systems that drive real-world value.

We’re seeking a tech-forward Executive Assistant who excels in dynamic, innovation-driven settings and is passionate about advancing a startup's mission to revolutionize healthcare through artificial intelligence.

COLLABORATION

• Colaboration available through CIM;
• Remote (in Romania) - they have an office in Cluj-Napoca;
• Work hours: 12:00- 20.00 PM (EET - RO time).

DUTIES AND RESPONSIBILITIES

• Act as a strategic partner by identifying opportunities to streamline executive workflows and improve decision-making efficiency;
• Support alignment between executive priorities and company objectives through proactive coordination and follow-up;
• Ensure executives remain focused on high-priority strategic initiatives by proactively managing priorities and minimizing distractions;
• Assist with calendar management, scheduling appointments, and coordinating meetings to optimize executive time;
• Prepare and organize meeting materials, including agendas, presentations, and reports for executive review;
• Manage communication on behalf of executives, including email correspondence;
• Serving as the liaison between executives and internal/external partners;
• Coordinating travel and logistics for business trips, including booking travel, preparing itineraries and supporting executives in completing expense reports;
• Conduct research and compile data to inform decision-making processes;
• Maintain organized filing systems and ensure the confidentiality of sensitive information;
• Managing documents and confidential information with appropriate discretio;
• Assisting with special projects by coordinating resources and tracking progress, demonstrating flexibility and adaptability;
• Collaborate with other team members to ensure efficient office operations.

REQUIREMENTS

• 3+ years of experience as an Executive Assistant or in a senior administrative support role, ideally within a tech, AI, or corporate environment;
• Exceptional organizational and time-management skills with the ability to multitask in a fast-paced, high-growth setting;
• Advanced proficiency with Google Workspace and Microsoft 365, and strong familiarity with modern collaboration tools such as Slack, Zoom, and Linear;
• Demonstrated ability to leverage AI tools to enhance productivity—automating workflows, summarizing communications, managing schedules, and drafting correspondence;
• Strong written and verbal communication skills in English, with the ability to craft clear, concise, and professional correspondence;
• Proven ability to handle confidential information with discretion and integrity;
• Genuine passion for AI, digital productivity, and continuous improvement through technology.

NICE TO HAVE

• Experience supporting C-level executives in a remote or hybrid setup;
• Familiarity with AI-enabled productivity tools (such as ChatGPT, Gemini, Notebook LM, or other workflow automation platforms);
• Exposure to project management or business operations functions;
• Previous experience in a healthtech or AI-first startup environment.

SOFT SKILLS & CULTURE FIT

• A self-starter who anticipates needs and proactively solves problems;
• Tech-curious — comfortable experimenting with and adopting AI tools for daily efficiency;
• Thrives in ambiguity and brings structure to fast-evolving priorities;
• Embodies our partner's values of innovation, integrity, and impact;
• Highly reliable, detail-oriented, and committed to excellence;
• Professional yet approachable, fostering trust and collaboration across all levels;
• Positive, adaptable, and eager to grow in a dynamic, mission-driven organization.