Executive Assistant

UpSurgeOn
is an innovative company specializing in the development of surgical simulators and immersive learning solutions in the medical field. The team is made up of professionals with diverse backgrounds (graphic designers, 3D artists, product designers, researchers) who work together to transform medical training through the combination of real-time 3D graphics, augmented reality, and interactive digital solutions.

We are seeking a highly organized, proactive
Executive Assistant
to serve as a strategic partner and force multiplier to our CEO. You will own the CEO's time, information flow, and priorities, enabling them to focus on the most important company outcomes.

What You'll Do

• Calendar and inbox ownership: Triage and prioritize, anticipate needs, protect focus time, and sequence the CEO's day for impact.
• Meeting excellence: Prepare briefs and agendas; ensure materials are ready; capture notes, decisions, and action items; drive follow-ups to completion.
• Travel and logistics: Plan complex domestic and international travel, visas, accommodations, onsite schedules, and contingency plans.
• Executive communications: Draft and edit emails, memos, board materials, and presentations; liaise with internal and external stakeholders.
• Special projects: Lead or support cross-functional initiatives, create trackers and simple dashboards, and unblock execution across teams.
• Operations and administration: Manage expenses, vendor onboarding, procurement, contract coordination, and light office operations or events.
• Culture and events: Plan leadership offsites, all-hands, and key company moments; ensure smooth logistics and strong outcomes.
• Confidentiality and judgment: Handle sensitive information with discretion and impeccable professionalism.

What You'll Bring

• Aminimum of 3+ years supporting C-level executives in a fast-paced environment (startup or high-growth preferred).
• Exceptional written and verbal communication; crisp, concise, and executive-caliber writing.
• Mastery of calendar/inbox management and prioritization under ambiguity.
• Strong project management skills; ability to drive clarity, deadlines, and accountability across stakeholders.
• Tools proficiency: Google Workspace or Microsoft 365, Zoom, and at least one project tool.
• High integrity, sound judgment, strong EQ, and a positivie mindset.
• Ability to build trust and productive relationships at all levels, internally and externally.