Executive Assistant & Operations Team Assistant

Description

We are seeking an Executive Assistant & Operations Team Assistant to join our team!

This role combines support to CytoReason’s Operations organization (including the VP of Science Operations, VP of Science Delivery, and the broader Ops team) with Executive Assistant support to the COO. The position includes operational coordination and customer-facing logistics to enable high-quality engagement with customers. Additionally, this role includes full ownership of the company’s travel domain.

Responsibilities

1) Ops Team Support (Operations + Customer-Facing Logistics)

·        Coordinate and support customer-facing engagements for the Operations organization (Science Delivery, Science Operations, Program Management), including scheduling, logistics, and materials readiness.

·        Act as an operational point of contact to ensure customer meetings run smoothly (prep, confirmations, stakeholder alignment, and follow-ups).

·        Support preparation and coordination for customer-facing sessions such as demos, scientific/technical credibility meetings, and delivery check-ins.

·        Prior experience working with customers is required: comfortable interacting directly with external stakeholders and representing CytoReason professionally.

·        Support documentation workflows related to customer delivery and commercial activities, including SOW and scope drafts, internal reviews, and tracking approvals.

·        Maintain internal coordination across multiple teams and leaders; ensure action items are tracked and deadlines are met.

·        Prepare summaries, structured notes, and operational documents as requested.

·        Support planning and logistics for internal events, offsites, and training.

·        Liaise with Finance and Accounting as needed: compile invoices/receipts, request approvals, support timely payments.

2) Executive Assistant to the COO

·        Manage complex calendars seamlessly – internal/external meetings, scheduling, and ongoing calendar management.

·        Travel and hotel arrangements and administrative arrangements, including insurance, mobile phone, expenses etc. (including assistance with related personal needs at times, when requested).

·        Assist COO with procurement workflows, vendor coordination, and documentation management.

·        Maintain operational tools and support adoption across teams.

3) Travel Management – End-to-End Ownership

·        Own travel policies, procedures and ongoing management including bookings, reporting, and working with travel agents and platforms.

·        Support employees and managers during business travel, including urgent issues such as flight delays/cancellations, accommodation problems, or other disruptions.

·        Manage travel vendor relationships and coordinate travel for customer-facing activities.

·        Support Finance with travel-related documentation and expense tracking.

Requirements

·        3–5 years of experience as a Customer Success/Delivery Coordinator, or similar role in a fast-paced environment.

·        Native-level English fluency (spoken and written).

·        Demonstrated experience working directly with customers and external stakeholders (required).

·        Comfort coordinating customer-facing logistics and supporting customer-facing meetings end-to-end (scheduling, agenda/materials readiness, follow-ups).

·        Experience supporting senior executives and coordinating cross-functional teams.

·        Strong communication and interpersonal skills, with the ability to represent the organization professionally in customer-facing interactions.

·        Comfortable working across multiple time zones with global customers and internal teams.

Advantages

None