Executive Assistant Office Manager

Company Overview

Aliph Medical, Inc. is a purpose-driven medical-device startup. We are developing a true all-in-one full-eye ocular diagnostic platform based on the state-of-the-art Swept-Source Optical Coherence Tomography paired with advanced AI analytics. The platform caters to ophthalmology, optometry, and oculomics applications. We believe all patients deserve to receive the best level of care. We have the technologies, tools, determination, and people to achieve our ambitious goal.

Position Overview

We are seeking a proactive, highly organized Executive Assistant (EA) and Office Manager (OM) to support our growing team. In this role, you will work closely with the CEO and Leadership Team to help manage communications, scheduling, and daily activities efficiently and effectively. You will also play a key role in overseeing day-to-day office operations and procedures, helping maintain an organized and productive work environment.

The work environment at Aliph Medical is supportive and collaborative – we want it this way. It is relatively a chill enronment but other times we have crunch times. We do not not defer work when  As a startup-developing cutting-edge medical technologies, we have

Key Responsibilities

·      Effectively coordinate and assist with CEO’s communications and schedule.

·      Oversee daily office operations, ensuring a clean, organized, and efficient work environment.

·      Proactively find opportunities for improvements and work on them. Make the company better one action at a time.

·      Seamlessly manage office supplies, equipment, and inventory. Place orders as needed.

·      Coordinate and facilitate office maintenance and repair activities.

·      Implement and maintain office policies and procedures.

·      Handle incoming calls, emails, and mail. Route them to appropriate personnel for action and closure.

·      Ensure office compliance with health and safety regulations and company policies.

·      Maintain confidential records and files in compliance with company standards and legal requirements.

·      Plan for business and casual company activities.

·      Foster a positive and collaborative office culture.

·      Plan for tasks and complete them consistently to avoid additional pressure during crunch time.

·      Collaborate with various on-site and off-site employees and suppliers to streamline processes and enhance productivity.

·      Other duties tasks and duties as assigned.

Qualifications and Requirements

·      College degree or higher in Business Administration, Management, or any related field.

·      1 years of experience in office management or administrative roles. Longer experience is preferred but engagement with the role is more important for us.

·      Comfortable operating in highly technical environment where defining your tasks and completing them may require learning new concepts.  

·      Strong organizational and multitasking skills with attention to details.

·      Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and office management software.

·      Excellent communication and interpersonal skills.

·      Ability to handle sensitive information with discretion and professionalism.

·      A proactive attitude with a problem-solving mindset.

What is success like after 3 months of joining

·      Confident in taking ownership of tasks delegated by the CEO.

·      Demonstrates strong ownership and accountability in day-to-day responsibilities.

·      Becomes a reliable go-to person for administrative and office-related matters.

What is success like after 6 months of joining

·      Familiar with key company terminology, internal workflows, and core suppliers.

·      Demonstrates strong ownership and independence in managing responsibilities.

·      Recognized as a dependable go-to person for executive support and office operations.