Personal Executive Assistant / Operations & Hiring Coordinator (Healthcare Tech Startup)

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: TYPE OF WORK

Full Time

: SALARY

N/A

: HOURS PER WEEK

40

: DATE UPDATED

Oct 9, 2026

JOB OVERVIEW

Elva (elvalabs.co) is a healthcare technology startup building modern, effortless healthcare software. We're a small, fast-moving team, and we're looking for a sharp Executive Assistant who can also keep our team running and help us grow it.

This is a broad role. You'll start as the founder's right hand and grow into the person who makes sure the whole team ships on time and that we hire well. If you want a narrow, repetitive VA job, this isn't it.

1. SUPPORTING THE FOUNDER
- Inbox and calendar management: triage email, draft replies, schedule and reschedule across time zones
- Book travel, build itineraries, handle reservations and expense tracking
- Run research tasks (vendors, tools, competitors) and summarise findings clearly
- Prepare simple reports, decks, and meeting notes with clear action items
- Occasional personal admin: appointments, subscriptions, online orders

2. KEEPING THE TEAM RUNNING
- Own our task tracker: make sure every project has an owner and a due date, and chase what's slipping
- Run weekly check-ins, publish agendas beforehand and notes with owners afterwards
- Onboard new team members: accounts, access, equipment, and a first-week plan
- Write and maintain SOPs so our processes live in documents, not in people's heads
- Track time off, schedules, and coverage across the team
- Coordinate contractor invoices and payment schedules for approval (you'll prepare, the founder approves)

3. HIRING
- Write and post job ads, then manage the pipeline end to end
- Source and screen candidates, run first-round calls, and shortlist the best for the founder
- Schedule interviews and keep every candidate warm with prompt, professional communication
- Run skills tests and reference checks, and keep organised notes on every applicant
- Handle onboarding paperwork once someone is hired

WHAT WE'RE LOOKING FOR
- 3+ years as an executive assistant, chief of staff, ops coordinator, or similar, ideally in a startup
- Real experience coordinating other people's work and following up without being asked
- Some recruiting exposure: screening, scheduling, or managing a hiring pipeline
- Excellent written and spoken English, since you'll represent us to candidates and partners
- Strong with Google Workspace; comfortable in Notion, Slack, and ATS or project tools, and quick to learn new ones
- Extremely organised. Nothing falls through the cracks
- Comfortable holding people accountable politely but firmly
- Discreet and trustworthy with confidential information, including hiring and pay discussions
- Reliable internet and a quiet space for calls
- Able to overlap with US business hours

NICE TO HAVE
- Experience in healthcare, SaaS, or an early-stage startup
- Experience hiring on OnlineJobs.ph or similar platforms
- Light bookkeeping or basic design skills

THE DETAILS
- Full-time, 40 hours per week, 100% remote
- Long-term role with real scope to grow as the team grows
- Performance and pay review after 3 months, paid monthly

HOW TO APPLY
Reply with the subject line "EA Ops - Elva" so we know you've read the full post, and include:
1. The founder or executive you most recently supported, and what you handled for them
2. A time you coordinated a team or project to a deadline, and how you handled someone falling behind
3. Any hiring or recruiting you've done, even informally
4. The tools you use day to day and your availability in UK Eastern time

Applications without the subject line won't be reviewed. We read every application that follows these steps.

SKILL REQUIREMENT

Project Management Recruiting Personal Assistant

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Personal Executive Assistant / Operations & Hiring Coordinator (Healthcare Tech Startup)

Please login or register as jobseeker to apply for this job.

TYPE OF WORK

SALARY

HOURS PER WEEK

DATE UPDATED

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