Office Operations & Executive Coordinator

Summary

At Ascendco, we are building technology that empowers surgical teams to improve both patient care and their own work-life. As we grow, creating a high-functioning, energized, and well-run environment for our team becomes critical to delivering on that mission.

About the Role

We are looking for an Office Operations & Executive Coordinator to serve as the operational backbone of our Kansas City office. In this role, you will ensure the office runs smoothly, new team members are set up for success, and our leadership team operates with focus and leverage.

You will work directly with the President, CFO, and other leaders, and report to the CFO, bringing structure, follow-through, and energy to day-to-day operations. You will also collaborate closely with our Executive Assistants in the Chicago office, learning from established processes and contributing to how we operate across offices.

This role is ideal for someone early in their career who is highly organized, tech-savvy, and eager to take ownership. You will have the opportunity to build systems, learn how a high-growth company operates, and grow into broader operational or leadership responsibilities over time.

Responsibilities

Executive Support & Operational Leverage

• Own and manage executive calendars, scheduling meetings, 1:1s, and protected focus time with precision
• Coordinate travel, logistics, and meeting preparation for leadership
• Track key initiatives and follow up on action items from leadership meetings
• Support light client-facing communication related to scheduling and logistics
• Bring structure and consistency to recurring operational processes

Office Operations & Management

• Oversee day-to-day operations of the Kansas City office
• Manage office vendors, services, and facilities (cleaning, utilities, maintenance)
• Ensure the office is consistently stocked, organized, and running smoothly
• Track and manage office inventory including laptops, monitors, and equipment
• Coordinate repairs, replacements, and general upkeep
• Handle incoming mail, packages, and general office coordination
• Support planning and execution of the Kansas City office move in Fall 2026
• Lead logistics for Kansas City board meetings, including coordination of venues, travel, and communication

Employee Onboarding & Experience

• Own onboarding logistics for all Kansas City hires from offer acceptance through first week
• Ensure all equipment, accounts, and workspace setup are ready on day one
• Welcome and support new hires to create a seamless and positive first experience
• Partner with engineering and IT to coordinate technical setup
• Continuously improve onboarding processes to make them scalable and repeatable

Culture, Communication & Events

• Own internal communication rhythms including announcements, updates, and key moments
• Coordinate employee recognition including birthdays, anniversaries, and milestones
• Run lightweight employee feedback surveys and pulse checks
• Regularly check in with employees to support morale and engagement
• Plan and execute team events, offsites, and volunteer activities
• Organize the annual holiday party and other engagement initiatives
• Support cross-office collaboration between Kansas City and Chicago teams
• Foster a positive, energized, and inclusive office environment

Systems & Process Improvement

• Build and refine repeatable systems for onboarding, scheduling, and internal operations
• Document and improve workflows to support scalability as the company grows
• Identify opportunities to remove friction and improve how the office and leadership operate
• Take ownership of problems and drive them through to resolution

Requirements

Must-Haves

• 1–3 years of experience in office operations, administrative support, or a similar role (or strong internship/early-career experience)
• Strong organizational skills with the ability to manage multiple priorities simultaneously
• Excellent communication skills with a high level of professionalism and clarity
• High ownership mindset with a bias toward action and follow-through
• Tech-savvy and comfortable learning new tools quickly
• Ability to operate independently while collaborating closely with leadership
• Comfortable working in a fast-paced, evolving environment

Nice-to-Haves

• Experience supporting executives, founders, or small teams
• Experience building or improving internal processes and systems
• Familiarity with tools such as Google Workspace, Slack, and Notion
• Experience coordinating events or managing office expansions or moves

Primary Focus Areas (First 6–12 Months)

• Establish clean, reliable systems for onboarding and internal operations
• Take full ownership of executive scheduling and follow-through
• Bring structure and consistency to internal communication and team rhythms
• Successfully support planning and execution of the Kansas City office move
• Ensure the office operates smoothly without requiring leadership intervention

Work Environment & Culture

Ascendco operates in a hybrid model, with a strong emphasis on in-office collaboration in Kansas City. You will work closely with a high-energy, mission-driven team focused on solving complex problems in healthcare.

We value ownership, collaboration, and continuous improvement. You will be trusted to take initiative, build systems, and improve how we operate. This is a role where your impact will be felt every day, from how leaders operate to how new employees experience their first day.

Why This Role Matters

This role sits at the center of how Ascendco operates day to day. You will shape the experience of every employee, improve how leadership executes, and help build a workplace where people can do their best work. Your impact will be immediate, visible, and foundational to how we scale.