Executive Assistant & Operations Support

Job Specification: Executive Assistant & Operations Coordinator (TheraFascia)
Role at a glance

TheraFascia is hiring a full-time, remote Executive Assistant & Operations Coordinator to work directly with the founders.

• Job title: Executive Assistant & Operations Coordinator
• Company: TheraFascia (PhysioHand Inc.)
• Company location: Menlo Park, California
• Work arrangement: Full-time, remote
• Working hours: Availability during U.S. Pacific Time business hours
• Works with: The company's founders
• Engagement: Contractor

Open before posting: compensation, start date, contract term and expected weekly hours were not in the source material.

About TheraFascia

TheraFascia is an early-stage health technology startup in Menlo Park, California, advancing the treatment of musculoskeletal conditions through fascial science and technology.

The company was founded by an experienced physical therapist and former Stanford clinician. It combines a novel handheld therapeutic device with an AI-powered application that helps clinicians identify and treat fascial restrictions in a more targeted, personalized way.

Our mission is to bridge the gap between science, technology and clinical practice, bringing new solutions to physical therapists, chiropractors and other healthcare professionals. We work closely with clinics and healthcare providers to refine the technology and expand our reach. We value creativity, integrity, collaboration and adaptability.

Role overview

This role is the operating backbone of a growing startup: you work directly with the founders and keep executive, clinic, sales, finance and project work moving.

This is not a traditional administrative role. As an early-stage company, we need someone comfortable wearing multiple hats, learning new tools quickly and helping us build efficient systems as we grow.

The right person is an independent thinker and natural problem-solver. You take ownership, anticipate needs and find creative solutions without constant direction.

Key responsibilities

The role covers nine areas of work.

1. Executive and administrative support

• Manage executive inboxes, correspondence, calendars and scheduling
• Coordinate meetings, calls, training, clinic visits, appointments and follow-ups
• Track priorities, deadlines, action items and open tasks through to completion
• Anticipate administrative needs, flag issues early and recommend solutions

2. Clinic onboarding, pilots and customer support

• Coordinate onboarding and training for new clinic partners and pilot participants
• Manage pilot schedules, training materials, agreements, onboarding documents and follow-up communications
• Track pilot timelines, weekly check-ins, progress updates and completion milestones
• Support device shipments, deliveries, replacements, returns and inventory tracking
• Handle post-pilot follow-up, customer onboarding, subscription activation and ongoing clinic communication
• Record clinic feedback, operational issues and customer requests, and escalate clinical or technical concerns to company leadership

3. CRM, sales outreach and lead management

• Maintain HubSpot CRM: prospect and clinic records, contact history, pipeline stages and follow-up activity
• Support LinkedIn outreach, email campaigns, prospect research and lead generation
• Run outreach campaigns and follow-up sequences using approved company tools and messaging
• Schedule introductory calls, product demonstrations and clinic meetings
• Track leads, responses, meetings booked, pilot conversions and pipeline activity
• Make sure prospects and partners get timely, professional and consistent follow-up

4. Marketing and business development support

• Assist with LinkedIn campaigns, email marketing, newsletters, webinars and educational outreach
• Coordinate marketing activity with external consultants and contractors
• Organize prospect lists, contact databases, spreadsheets and outreach reports
• Research prospective clinics, industry events, conferences and strategic partnerships
• Help prepare and distribute presentations, marketing materials and educational resources

5. Financial and administrative coordination

• Assist with invoicing, payment tracking, subscription records and follow-up on outstanding payments
• Maintain expense records, receipts and financial documentation
• Support bookkeeping coordination through QuickBooks and other company systems
• Coordinate with vendors and contractors on invoices, payments and administrative matters
• Flag billing discrepancies, overdue payments and potential errors for management review

6. SOP development, documentation and process management

• Create, document, maintain and continuously improve standard operating procedures (SOPs)
• Organize company files, contracts, agreements, training materials and operational records
• Set up clear workflows for recurring administrative, sales, onboarding and customer support work
• Identify repetitive tasks and recommend automation or process improvements
• Build organized, scalable systems that reduce administrative workload as the company grows

7. Vendor, contractor and team coordination

• Coordinate with contractors, engineers, manufacturers, vendors, advisors and service providers
• Track deliverables, deadlines, outstanding requests and project progress
• Assist with recruitment coordination, contractor onboarding and related documentation
• Follow up on pending tasks and escalate delays or unresolved issues promptly

8. Reporting, research and operational tracking

• Prepare and maintain weekly reports on operations, clinic pilots, outreach and outstanding priorities
• Track key metrics: prospect outreach, meetings booked, pilot progress, clinic conversions and customer follow-ups
• Research and write summaries or reports requested by company leadership
• Maintain dashboards, trackers and shared spreadsheets that support management decisions

9. Proactive problem-solving and operational improvement

• Independently spot operational issues, scheduling conflicts, missed follow-ups and workflow inefficiencies
• Resolve routine problems within approved authority, and bring matters that need a management decision to leadership promptly
• Recommend improvements to systems, communication, documentation and task management
• Own assigned responsibilities and follow them through to completion

Requirements

We hire on demonstrated ability, initiative and attitude first; years of experience and familiarity with specific tools matter less.

Essential

• Problem-solving: thinks independently, finds creative solutions and takes initiative when challenges arise
• Executive and administrative skills: excellent organization, time management and attention to detail, with the ability to manage multiple priorities
• Communication: strong written and spoken English, professional tone, and confidence working with healthcare professionals, vendors and business partners
• Ownership: takes responsibility for tasks, follows through, and reports progress or blockers without repeated reminders
• Adaptability: resourceful, comfortable with change and willing to wear multiple hats in a startup
• Learning speed: tech-savvy and quick to pick up new platforms, software and workflows
• Attitude: positive, curious, open to feedback and interested in growing with the company
• Integrity and discretion: honest, reliable and professional with confidential business information
• Technology proficiency: Google Workspace, Microsoft Office, CRM platforms, spreadsheets and AI productivity tools
• Availability: U.S. Pacific Time business hours, full-time, remote

Preferred

• Previous experience in executive assistance, operations coordination, customer support or a startup environment
• Experience with HubSpot, QuickBooks, Waalaxy or project management platforms
• A bachelor's degree or equivalent professional experience

Tools and systems

General proficiency is required; prior experience with the named platforms is a plus, and the right person can learn the rest on the job.

• Google Workspace and Microsoft Office: email, calendars, documents, spreadsheets and shared trackers (required)
• CRM platforms (HubSpot in use): prospect and clinic records, contact history and pipeline stages (familiarity required, HubSpot experience a plus)
• Spreadsheets and dashboards: outreach reports, pilot tracking and management reporting (required)
• AI productivity tools: research, drafting and automation of repetitive work (familiarity required)
• QuickBooks: bookkeeping coordination, invoicing and payment tracking (experience a plus)
• Waalaxy: LinkedIn outreach (experience a plus)
• Project management platforms: tasks, deadlines, and contractor and vendor follow-up (experience a plus)

Who we are looking for

Above all, we want someone sharp, curious and dependable who genuinely enjoys solving problems.

You do more than identify an obstacle: you look for a way around it. You work independently, think outside the box and bring ideas to the table. You do not need to know everything on day one. What matters most is that you learn quickly, take ownership, stay organized, communicate openly and grow alongside us.

If you are excited about innovation, healthcare technology and building a startup from the ground up, we would love to hear from you.