Executive Assistant & Office Operations Manager
Citizen Health · San Francisco, CA · 1 mo ago
HybridOTHRFull-time
We need to output HTML fragment with sections: About the role? The posting includes sections: The Role, What You'll Drive, Who You Are, Must-Have Skills, Preferred Skills, Who We Are, Why Join Us, Compensation & Benefits, Our Commitment to Diversity & Inclusion (but we must remove EEO boilerplate). Also we need to remove cookie/navigation/legal/EEO/equal-opportunity/scam-warning boilerplate, duplicated lines, and application instructions. The "Our Commitment to Diversity & Inclusion" is EEO boilerplate; we should drop it. Also "Compensation & Benefits" we need to include only if posting actually states them; it does: Competitive salary + equity, Comprehensive health, dental, and vision insurance, Unlimited PTO, including 12 weeks paid parental leave, Hybrid role based in our San Francisco office, Work-from-anywhere 30 days per year, Company offsites. So we can include Benefits section.
Pay: they mention Competitive salary + equity but not specific numbers; we should not create Pay section unless posting actually states them. It says "Competitive salary + equity" which is vague but still states compensation. The instruction: "never create Pay/Schedule/Benefits sections unless the posting actually states them." It does state compensation (competitive salary + equity) and benefits. So we can include a Pay section? Might be okay to include Compensation & Benefits as a combined section. But they ask to use headings like Pay, Benefits, Schedule. We could create a Benefits section and maybe a Pay section with the statement "Competitive salary + equity". However they said prefer a few substantive sections over many thin ones. Could combine into a "Compensation & Benefits" heading but that's not one of the prescribed headings. The prescribed headings list includes Benefits, Pay, Schedule. It says use for section headings (e.g. About the role, Responsibilities, Requirements, Qualifications, Skills, Benefits, Pay, Schedule). So we should stick to those headings. We can have a Benefits section and maybe a Pay section. Since they gave both compensation and benefits, we can split: Pay: Competitive salary + equity. Benefits: Comprehensive health, dental, and vision insurance; Unlimited PTO, including 12 weeks paid parental leave; Hybrid role based in our San Francisco office; Work-from-anywhere 30 days per year; Company offsites.
Schedule: The posting mentions "Hybrid role based in our San Francisco office" and "Work-from-anywhere 30 days per year". Also "Based in the San Francisco Bay Area and able to be in the office 3 days a week (Tue/Wed/Thu)." That's schedule info. So we can include a Schedule section: Expected in-office 3 days per week (Tue/Wed/Thu); hybrid role; work-from-anywhere 30 days per year.
Now we need sections: About the role? Could use About the role as heading for introductory paragraph. The Role section: we can use About the role heading and put the description of the role (the paragraph after "The Role").
Responsibilities: Could be "What You'll Drive". That's a list of duties. Use
for section headings (e.g. About the role, Responsibilities, Requirements, Qualifications, Skills, Benefits, Pay, Schedule). So we should stick to those headings. We can have a Benefits section and maybe a Pay section. Since they gave both compensation and benefits, we can split: Pay: Competitive salary + equity. Benefits: Comprehensive health, dental, and vision insurance; Unlimited PTO, including 12 weeks paid parental leave; Hybrid role based in our San Francisco office; Work-from-anywhere 30 days per year; Company offsites.
Schedule: The posting mentions "Hybrid role based in our San Francisco office" and "Work-from-anywhere 30 days per year". Also "Based in the San Francisco Bay Area and able to be in the office 3 days a week (Tue/Wed/Thu)." That's schedule info. So we can include a Schedule section: Expected in-office 3 days per week (Tue/Wed/Thu); hybrid role; work-from-anywhere 30 days per year.
Now we need sections: About the role? Could use About the role as heading for introductory paragraph. The Role section: we can use About the role heading and put the description of the role (the paragraph after "The Role").
Responsibilities: Could be "What You'll Drive". That's a list of duties. Use - .
Requirements: Could be "Who You Are" (qualities). Or "Must-Have Skills" and "Preferred Skills". We need to decide. The instruction: Use headings like About the role, Responsibilities, Requirements, Qualifications, Skills, Benefits, Pay, Schedule. So we need to map content.
We could do:
About the role
...
Responsibilities
...
Requirements
...
(maybe combine Must-Have Skills as requirements)
Skills
...
(Preferred Skills maybe)
Benefits
...
Pay
Competitive salary + equity
Schedule
Expected in‑office 3 days per week (Tue/Wed/Thu); hybrid role; work‑from‑anywhere 30 days per year.
We must not repeat job title as heading. Not include Job ID etc.
We must preserve all substantive information; not invent or summarize away detail. Must not omit details like "based in San Francisco with regular in-office presence", "report to CEO", etc. Those can go in About the role paragraph.
We need to include details from "What You'll Drive" as responsibilities bullet list.
We need to include "Who You Are" as requirements (qualities). Could also include "Must-Have Skills" as requirements; but we might combine.
We need to include "Preferred Skills" as skills.
We need to include "Who We Are" maybe as About the company? Not required heading but could be part of About the role? The instruction: Prefer a few substantive sections over many thin ones. Could include About the role covering both role description and company mission. But we have to preserve all substantive information; we can include a paragraph about company under About the role or maybe a separate section like "About the company" but not in prescribed headings. Safer to keep only prescribed headings; we can embed company info in About the role paragraph.
We must remove EEO boilerplate, duplicated lines, application instructions. There's no explicit application instructions besides "If you're excited... we encourage you to apply." That's application instruction; we should remove that. Also "Don't meet every qualification? ..." that's also encouraging to apply; remove.
Also remove "Our Commitment to Diversity & Inclusion" entirely.
Now craft HTML.
Let's extract paragraphs.
About the role paragraph: combine from "The Problem Citizen Health ..."? Actually the initial paragraph about problem is context; we can include that as part of About the role. Also "The Role We're hiring an Executive Assistant & Office Manager ..." That's the role description. Also "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." So we can combine.
Responsibilities bullet list: from "What You'll Drive" each bullet.
Let's list them:
- 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.
That's a lot; we can keep as bullet list.
Requirements: from "Who You Are" bullet list (qualities). Let's list:
- 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 identifying 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 scaling companies where the scope is still being defined and getting something done often means figuring it out yourself.
Also "Must-Have Skills" could be considered requirements as well. But we might put them under Skills heading. However we have both Requirements and Skills headings; we can put Must-Have Skills under Requirements, and Preferred Skills under Skills.
Let's list Must-Have Skills:
- 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).
Preferred Skills:
- 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.
Now Benefits bullet list:
- Competitive salary + equity (but that's Pay)
- Comprehensive health, dental, and vision insurance
- Unlimited PTO, including 12 weeks paid parental leave
- Hybrid role based in our San Francisco office
- Work-from-anywhere 30 days per year
- Company offsites
Pay: Competitive salary + equity
Schedule: Expected in-office 3 days per week (Tue/Wed/Thu); hybrid role; work-from-anywhere 30 days per year.
Now About the role paragraph: Let's craft:
Citizen Health is a small team moving fast on building Ari, an AI advocate for families navigating rare disease. The two co‑founders (CEO and CBO) split their time across product, fundraising, biopharma and advocacy partnerships, hiring, and day‑to‑day operations.
About the role
...
Responsibilities
- ...
Requirements
- ...
Skills
- ...
Benefits
- ...
Pay
Competitive salary + equity
Schedule
Expected in‑office 3 days per week (Tue/Wed/Thu); hybrid role; work‑from‑anywhere 30 days per year.
We must not repeat job title as heading. Not include Job ID etc. We must preserve all substantive information; not invent or summarize away detail. Must not omit details like "based in San Francisco with regular in-office presence", "report to CEO", etc. Those can go in About the role paragraph. We need to include details from "What You'll Drive" as responsibilities bullet list. We need to include "Who You Are" as requirements (qualities). Could also include "Must-Have Skills" as requirements; but we might combine. We need to include "Preferred Skills" as skills. We need to include "Who We Are" maybe as About the company? Not required heading but could be part of About the role? The instruction: Prefer a few substantive sections over many thin ones. Could include About the role covering both role description and company mission. But we have to preserve all substantive information; we can include a paragraph about company under About the role or maybe a separate section like "About the company" but not in prescribed headings. Safer to keep only prescribed headings; we can embed company info in About the role paragraph. We must remove EEO boilerplate, duplicated lines, application instructions. There's no explicit application instructions besides "If you're excited... we encourage you to apply." That's application instruction; we should remove that. Also "Don't meet every qualification? ..." that's also encouraging to apply; remove. Also remove "Our Commitment to Diversity & Inclusion" entirely. Now craft HTML. Let's extract paragraphs. About the role paragraph: combine from "The Problem Citizen Health ..."? Actually the initial paragraph about problem is context; we can include that as part of About the role. Also "The Role We're hiring an Executive Assistant & Office Manager ..." That's the role description. Also "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." So we can combine. Responsibilities bullet list: from "What You'll Drive" each bullet. Let's list them: - 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. That's a lot; we can keep as bullet list. Requirements: from "Who You Are" bullet list (qualities). Let's list: - 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 identifying 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 scaling companies where the scope is still being defined and getting something done often means figuring it out yourself. Also "Must-Have Skills" could be considered requirements as well. But we might put them under Skills heading. However we have both Requirements and Skills headings; we can put Must-Have Skills under Requirements, and Preferred Skills under Skills. Let's list Must-Have Skills: - 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). Preferred Skills: - 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. Now Benefits bullet list: - Competitive salary + equity (but that's Pay) - Comprehensive health, dental, and vision insurance - Unlimited PTO, including 12 weeks paid parental leave - Hybrid role based in our San Francisco office - Work-from-anywhere 30 days per year - Company offsites Pay: Competitive salary + equity Schedule: Expected in-office 3 days per week (Tue/Wed/Thu); hybrid role; work-from-anywhere 30 days per year. Now About the role paragraph: Let's craft: Citizen Health is a small team moving fast on building Ari, an AI advocate for families navigating rare disease. The two co‑founders (CEO and CBO) split their time across product, fundraising, biopharma and advocacy partnerships, hiring, and day‑to‑day operations.