Executive Assistant and Operations Coordinator

About MedTech Voice (MTV)

MedTech Voice is dedicated to assisting medical technology companies, surgeons, and industry leaders in building trust through strategic initiatives, storytelling, clinical education, and media production. Their services encompass strategic advisory, interviews with executives and surgeons, LinkedIn campaigns, conference activations, clinical productions, and partnerships across orthopedics, spine, sports medicine, and surgical innovations.

Job Overview

MedTech Voice is seeking a proactive Executive Assistant and Operations Coordinator to work approximately 10–15 hours weekly as an independent contractor, initially through a 90-day trial period. This role involves supporting the founder while developing operational systems across the organization, focusing on transforming ideas and client engagements into systematic follow-through.

Core Responsibilities

• Manage daily scheduling and coordination for the founder, including multi-stakeholder meetings.
• Reserve time blocks for strategic and business development activities.
• Prepare organized schedules enriched with context and necessary materials.
• Create clear priorities and maintain concise decision lists for the founder.
• Draft standard correspondence and follow-up communications for approval.
• Handle sensitive company information with utmost discretion.
• Research and arrange travel logistics such as flights, accommodations, and local transport.
• Produce detailed itineraries with all critical confirmation and contact details.
• Coordinate event logistics including venue access and on-site contacts.
• Monitor travel-related expenses and facilitate reimbursements.
• Preempt and resolve scheduling or logistical conflicts.
• Translate meetings and transcripts into actionable summaries with ownership and deadlines.
• Maintain comprehensive records of clients, prospects, proposals, and project statuses.
• Track pending approvals, assets, and client decisions, following up professionally as needed.
• Create internal project briefs post-contract signings.
• Synchronize timelines among all involved parties including clients and surgeons.
• Identify risks ahead of deadlines and alert relevant stakeholders.
• Support business development by managing opportunity stages, follow-ups, and document formatting.
• Ensure accurate tracking of proposals, signatures, purchase orders, and invoicing.
• Prepare background materials ahead of client meetings and calls.
• Document and facilitate completion of agreed next steps.
• Leverage AI tools to summarize meetings, draft communications, and organize project data.
• Help develop repeatable workflows, checklists, and standard operating procedures.
• Maintain accurate data within the project management and storage systems.
• Identify manual tasks suitable for automation and improvement.
• Review AI-generated content for accuracy, tone, and confidentiality before use.

Exclusions from Role

• Setting company strategy or positioning.
• Making pricing decisions.
• Directing final creative outputs.
• Leading high-level sales negotiations.
• Representing the public editorial voice.
• Managing surgeon or client relationships independently.
• Handling sensitive customer communications without prior guidance.

Ideal Candidate Profile

• Experience in founder or executive support, preferably within agencies or client-service environments.
• Highly self-directed and well-organized with minimal oversight.
• Excellent professional written communication skills.
• Adept at persistent yet diplomatic follow-up.
• Ability to multitask across multiple clients, projects, and deadlines effectively.
• Comfort with a dynamic, evolving work environment.
• Good judgment in distinguishing tasks requiring executive input from those that can be handled independently.
• Interest in and familiarity with AI tools and learning new systems.
• Strong attention to detail, especially with dates, names, locations, and commitments.
• Solutions-oriented mindset, bringing recommendations alongside problem identification.
• Reliable handling of confidential business and healthcare-related information.

Preferred Experience

While not mandatory, familiarity with MedTech, healthcare, media, production, conferences, or professional services is advantageous.

Work Approach

• Identify a single well-defined problem.
• Offer three viable options to address it.
• Recommend one preferred solution.

This process aims to minimize unnecessary decisions routed back to the founder and elevate critical judgments requiring his involvement.

First 90-Day Success Metrics

• The founder’s calendar and travel arrangements are dependable and well-organized.
• All ongoing projects and opportunities have documented status updates with responsible owners and upcoming actions.
• Client information and commitments are systematically recorded outside informal communications.
• Consistent follow-ups and visible deadline tracking occur regularly.
• Project briefs and meeting summaries follow an established, repeatable format.
• The founder receives a weekly report summarizing operations and decision points.
• Coordination tasks no longer obstruct the company’s higher-value initiatives.

Growth Opportunity

Starting part-time, this position has potential to evolve into an Operations Manager role overseeing integrated sales, strategy, production, content, campaigns, and reporting systems as the company expands.

Application Requirements

• Brief description of your suitability for the role.
• Example of past support for a founder, executive, or client-service organization.
• List of AI tools and platforms you confidently utilize.
• Weekly availability and expected hourly compensation.
• Response to a scenario involving travel planning, logistics management, and business networking recommendations covering a multi-city conference and production schedule.

Shortlisted candidates will proceed to a paid practical assignment before any job offer is extended.