Scheduling & Events Coordinator

Role Overview

NeuroFlow is looking for a Scheduling & Events Coordinator (Level 4) to serve as a senior operational partner to the CEO and leadership team. At this level, you bring seasoned judgment, proactive stakeholder management, and event strategy ownership — not just execution. You're the person who sees the gap before anyone else does and closes it without being asked.

Core Responsibilities

• Executive Calendar & Scheduling Strategy

• Serve as the primary owner of the CEO's calendar with full independence making prioritization decisions, managing competing demands, and setting scheduling norms across the organization
• Anticipate needs weeks in advance; bring context and judgment, not just logistics
• Prepare briefing materials, context docs, and agendas ahead of key meetings; capture and track action items afterward
• Manage complex multi-stakeholder scheduling involving board members, investors, clients, and senior external partners
• Draft and send external-facing communications on behalf of the CEO with minimal supervision

• Event Strategy & Execution

• Own the company's event calendar strategy: board offsites, all-hands, client dinners, team-building, external conferences, and cultural events
• Lead cross-functional coordination with Marketing, People Ops, and Finance on company-wide events
• Develop and manage event budgets; negotiate vendor contracts and hold partners accountable to cost and quality standards
• Build repeatable event playbooks and run post-event retrospectives to improve execution over time
• Represent NeuroFlow professionally with external vendors, venues, and partners

• Office & Operations Management

• Own the office environment: supply inventory, vendor relationships, building liaison, equipment tracking
• Develop and maintain a detailed, evolving office management playbook
• Cookboarding onboarding/offboarding logistics with the IT team
• Ensure consistent office standards and a professional environment for visitors and staff
• Greet and welcome visitors; maintain a professional and organized office environment
• Support ad hoc administrative requests as needed
• Manage the dishwasher and organization of the kitchen
• Cookboarding office maintenance tasks and managing repairs as required
• Cookboarding incoming and outgoing mail and packages efficiently
• Cookboarding office snacks to ensure availability for employees
• Cookboarding daily morning and afternoon tasks to keep the office tidy

• Stakeholder & Communications Support

• Draft correspondence, talking points, or light presentation content for the CEO as needed
• Manage ongoing relationships with recurring external contacts (board, investors, select clients)
• Track open action items across leadership and close loops proactively on the CEO's behalf

What We're Looking For

• 6+ years of experience as an Executive Assistant or Senior Coordinator, with direct C-suite support experience
• Operates with full independence and strong judgment in ambiguous, fast-moving situations
• Excellent written communication skills, able to draft professional external correspondence without supervision
• Experience owning events from concept through execution, including budget ownership and vendor negotiation
• Systems thinker who builds processes and playbooks, not just completes tasks
• Comfortable managing up and across, able to influence without authority
• Proficiency with Gmail, Google Calendar, Zoom, Slack; Notion or similar a plus
• Philadelphia-based; able to be in office 3–4 days per week

Company Benefits

• Flexible work schedule, unlimited PTO, physical and mental wellness benefits, medical coverage, parental leave, 401K, company-sponsored events, referral program, onsite gym, dog friendly office, snacks in the office, commuter benefits, onsite massages.

What We Believe

• NeuroFlow prohibits unlawful discrimination against any applicant or employee on the basis of race, color, religion, gender, gender identity, gender expression, sexual orientation, national origin, family or parental status, disability, age, veteran status, or any other status protected by applicable law.
• All employment decisions are based on qualifications, merit, and business need.

HR

Philadelphia, PA