Executive Assistant

Company Description:

At HOPPR, we empower developers to build the next generation of AI medical imaging applications, with the goal of making clinical care and workflow optimization more accessible, efficient, and equitable within the healthcare systems they serve.

Role Description:

The Executive Assistant will serve as a trusted partner to the Executive Leadership Team, ensuring schedules, priorities, and communications run seamlessly. This individual will coordinate with internal teams and external partners, managing high-level administrative, operational, and financial responsibilities. This is a critical role that interfaces with the entire company and acts as a liaison to keep the executive team focused and organized around key priorities. As a strategic extension of the executive team, the Executive Assistant will anticipate needs, solve problems proactively, and help maintain company momentum. The ideal candidate is a self-starter with impeccable organizational skills, a steady presence under pressure, and a strong grasp of the dynamics within fast-paced startup environments.

Key Responsibilities:

• Executive Support
  • Proactively manage and optimize the calendars assigned C-suite members, including scheduling high-priority meetings, resolving conflicts, and managing time zones and travel considerations.
  • Prepare agendas, briefings, and meeting materials; take accurate meeting notes and ensure timely follow-up on action items.
  • Book and manage complex travel logistics (airfare, hotels, ground transport) and detailed itineraries.
  • Act as a strategic gatekeeper, screening calls, emails, and scheduling requests to protect executive focus time.
• Administrative, Operational, and Financial Support
  • Assist in preparing presentations, reports, and other documents for internal and external audiences.
  • Coordinate and manage communication between the executive team and other departments.
  • Maintain accurate and up-to-date filing systems for contracts, board materials, and company and executive documentation.
  • Assist with finance-related administrative tasks, including expense reporting, tracking reimbursements, managing invoices, and supporting budget prep and vendor coordination.
  • Support contract workflows and assist with compliance documentation as needed.
  • Contribute to cross-functional initiatives, special projects, and research efforts in collaboration with executives.
• Event and Meeting Coordination
  • Organize and manage logistics for board meetings, including calendar holds, material preparation, and secure distribution.
  • Plan and execute company and executive on-sites and key conferences, including scheduling meetings and handling venues, agendas, catering, AV, and other logistics.
  • Ensure all meetings and events (internal and external) are fully supported, from scheduling and materials to room setup and tech.
  • Support team culture initiatives, offsites, and employee engagement events involving the entire company and executive team.
• Stakeholder Relations
  • Act as a liaison between executive leadership and key stakeholders, including board members, investors, clients, and team members.
  • Foster productive relationships across all levels of the organization, representing the executive team with professionalism and discretion.
• Confidentiality and Discretion
  • Handle all sensitive information with the highest level of confidentiality and judgment.
  • Anticipate needs and take initiative in resolving issues and executing tasks with minimal direction.

Qualifications:

• Required:
  • Bachelor’s degree or equivalent experience.
  • 3+ years supporting senior executives in high-growth environments, in a start-up or fast-paced environment.
  • Proven experience supporting multiple executives simultaneously in a dynamic environment.
  • Exceptional organizational and time management skills, with the ability to multitask and prioritize is a must
  • Excellent verbal and written communication skills.
  • Strong proficiency in productivity tools, including:
    • Microsoft Outlook and Microsoft Office Suite (Word, Excel, PowerPoint, SharePoint)
    • Slack, Zoom, Asana, Notion, Expensify, and QuickBooks
  • High degree of professionalism, discretion, and attention to detail.
  • Demonstrated ability in planning board meetings, company events, or executive travel.
  • Anticipatory thinking with the ability to foresee and plan for the unexpected, particularly in scheduling and event coordination.
  • Light travel required as needed.
• Preferred:
  • Experience in the med tech, healthcare, or technology industry.
  • Familiarity with start-up environments and a willingness to adapt to changing priorities.
  • Familiarity with financial tools or platforms such as Expensify, QuickBooks, or bill.com.
  • Proactive, solutions-oriented mindset with a strong sense of ownership.

What We Offer:

• A key role in a fast-growing startup with immense potential.
• An innovative, collaborative, and supportive work environment.
• Competitive salary and benefits package.

HOPPR is committed to creating a diverse environment and is proud to be an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, gender, gender identity or expression, sexual orientation, national origin, genetics, disability, age, or veteran status.

Important Note: This opportunity is open exclusively to US citizens and permanent residents. We kindly request that recruiters and agencies refrain from contacting Dr. Khan Siddiqui or any HOPPR team members directly regarding this role. Unrequested outreach from recruiters will not be entertained or responded to. Thank you for respecting this directive and helping us maintain a focused and efficient hiring process.