What are the responsibilities and job description for the Executive & Workplace Operations Partner position at Collate?
About Collate
Collate is an AI document generation platform for life sciences. We automate paperwork with AI, helping our customers get life-saving innovations to patients years faster. Collate is an end-to-end solution, powering every step of drug, diagnostic, and medical device development—from concept to market.
Our CEO Surbhi Sarna is a former General Partner at Y Combinator. Surbhi founded nVision Medical, which developed a new method to detect ovarian cancer and was acquired by Boston Scientific. Our CTO Nate Smith is a former Visiting Partner at Y Combinator and founder of Lever. Our AI researchers, engineers, and designers have worked at Google, Nvidia, Meta, Netflix, Amazon, AirBnB, Hippocratic AI, and Grail, and 40% of our team are former founders.
We’re a small, elite team, with over $30M in seed funding from top investors (Redpoint, First Round Capital, Conviction, and Y Combinator) and leaders in healthcare and AI. This is a rare chance to join at the ground floor of a company with world-changing potential, experienced founders, and resources to execute at scale.
About the Role
We’re looking for an Executive Assistant & Workplace Operations Partner to be onsite five days a week and work closely with our founders and leadership team while keeping our growing office running smoothly. This role is perfect for someone who’s proactive, highly organized, and can seamlessly execute multiple priorities at any given time.
You’ll manage the founder's calendars, coordinate meetings and communications, support recruiting coordination, and take ownership of the overall workplace experience. From scheduling to ordering snacks and organizing offsites, you’ll help ensure everything runs seamlessly for our team.
\n- Executive Support: Manage complex calendars with a high level of attention to detail, prioritize meetings, and ensure our founders experience consistency with your work.
- Operations & Coordination: Handle travel logistics, expense reports, vendor coordination, and executive communications.
- Workplace Management: Oversee day-to-day office operations — from supplies and IT setup to facilities, food, and events.
- Onboarding & Recruiting Support: Coordinate candidate interviews, assist with new hire setup, and help with the onboarding experience.
- 7 years of experience supporting executives and managing office/workplace operations (we strongly believe candidates with startup experience will onboard quickly and smoothly).
- Exceptional attention to detail, organization, and communication.
- Ability to manage competing priorities with calm, judgment, and discretion.
- Proactive problem-solver — you anticipate needs before they’re asked for.
- Strong in-office presence required – we are 5 days a week in office.
- Passion for supporting people and helping teams thrive.
Why Join Collate?
Impact: Build systems and experiences that touch real patients and providers, improving healthcare outcomes.
Ownership: Shape both our product experience and our engineering culture from the start.
Learning: Collaborate with a uniquely interdisciplinary team—AI researchers, healthcare leaders, and experienced startup builders.
Upside: Join a company early enough to have meaningful equity and career-defining impact.
The base salary range for this role is competitive, depending on experience and level (Tier 1, San Francisco)
