Executive Assistant & Operations Coordinator

Part-Time Executive Assistant & Operations Coordinator

Company: MedTech Voice

Reports to: Jay Pendleton, Founder & CEO

Location: Remote / Hybrid

Commitment: Approximately 10–15 hours per week

Engagement: Independent contractor, beginning with a 90-day trial

Compensation: Depends on experience

About MedTech Voice (MTV)

MedTech Voice helps medical technology companies, surgeons and industry leaders build trust through strategy, storytelling, clinical education and media.

Our work includes strategic advisory, executive and surgeon interviews, LinkedIn campaigns, conference activation, clinical production and partnerships with companies throughout orthopedics, spine, sports medicine and surgical innovation.

The company is growing, and we are looking for someone who can help turn ideas, conversations and commitments into organized action.

The Role

This is not a traditional task-based virtual assistant position. We are looking for an organized, proactive Executive Assistant and Operations Coordinator who can support the founder while helping build the operating systems behind MedTech Voice.

You will manage scheduling, travel, follow-up and project coordination, but the larger responsibility is ensuring that opportunities and client commitments continue moving forward without everything depending on the founder.

The right person can take an incomplete or ambiguous situation, determine what is missing and recommend the next step.

Core Responsibilities

Executive Support

• Manage the founder’s calendar and coordinate meetings across multiple stakeholders.
• Protect designated time for strategy, business development and content creation.
• Prepare daily and weekly schedules with relevant links, materials and context.
• Organize priorities and maintain a concise list of decisions requiring the founder’s attention.
• Draft routine correspondence and follow-up messages for approval.
• Handle sensitive business information with professionalism and discretion.

Travel and Event Logistics

• Research and coordinate flights, hotels and ground transportation.
• Build clear itineraries containing confirmation details, addresses, contacts and timing.
• Confirm production locations, access instructions and onsite contacts.
• Track travel expenses and prepare reimbursement submissions.
• Anticipate logistical conflicts and present recommended solutions.

Client and Project Coordination

• Turn meetings and transcripts into summaries, action items, owners and deadlines.
• Maintain the master list of active clients, prospects, proposals and projects.
• Track outstanding assets, approvals, interviews and client decisions.
• Follow up professionally with clients and partners when information is missing.
• Create internal project briefs after engagements are signed.
• Coordinate timelines among MedTech Voice, our partners, clients, surgeons.
• Flag risks before deadlines are missed.

Proposal and Business Development Support

• Maintain accurate opportunity stages and follow-up dates.
• Format proposals from approved scopes, pricing and templates.
• Track proposals, signatures, purchase orders and invoices.
• Prepare background information before prospect and client calls.
• Ensure agreed-upon next steps are documented and completed.

Systems and AI-Enabled Operations

• Use AI tools to summarize meetings, draft communications and organize project information.
• Help build repeatable workflows, checklists and standard operating procedures.
• Maintain accurate information across the company’s project-management and file systems.
• Identify recurring manual tasks that can be automated or improved.
• Review AI-generated work for accuracy, tone and confidentiality before it is used.

What This Role Does Not Initially Own

• Company strategy / positioning
• Pricing decisions
• Final creative direction
• High-level sales conversations
• MedTech Voice’s public editorial voice
• Surgeon or client relationships
• Sensitive client communications without direction

Ideal Candidate

You may be a strong fit if you:

• Have experience supporting a founder, executive, agency or client-services business.
• Are highly organized without requiring constant direction.
• Communicate clearly and professionally in writing.
• Know how to follow up persistently without damaging relationships.
• Can coordinate several clients, projects and deadlines simultaneously.
• Are comfortable working in a fast-moving environment where priorities evolve.
• Can distinguish between something you should handle and something requiring executive judgment.
• Are curious about AI and comfortable learning new systems.
• Pay close attention to names, dates, locations, commitments and details.
• Bring solutions and recommendations—not only problems.
• Are trustworthy with confidential business and healthcare-related information.

Experience in MedTech, healthcare, media, production, conferences or professional services is helpful but not required.

Working Style

This role follows a 1:3:1 approach:

• Identify one clearly defined problem.
• Present three reasonable options.
• Recommend one course of action.

The goal is not to route every question back to the founder. It is to reduce unnecessary decisions while elevating the ones that genuinely require his judgment.

Success in the First 90 Days

A successful first 90 days will mean:

• The founder’s calendar and travel are organized and reliable.
• Every active opportunity and project has a documented status, owner and next step.
• Client commitments no longer live only in messages or the founder’s head.
• Follow-ups occur consistently and deadlines are visible.
• Project briefs and meeting summaries follow a repeatable process.
• The founder receives a concise weekly operating report and decision list.
• Administrative and coordination work no longer interrupts the company’s highest-value activities.
  

Growth Opportunity

This position is intended to begin part-time, but it may grow into an Operations Manager role as MedTech Voice expands. The long-term opportunity is to help build and eventually oversee the operating system connecting sales, client strategy, production, content, campaigns and reporting.

Application Process

Please submit:

1. A short introduction explaining why this role fits your experience.
2. An example of a founder, executive or client-services business you have supported.
3. The tools and AI platforms you use confidently.
4. Your weekly availability and hourly rate.
5. A brief response to this scenario:

Jay is attending a conference in Boston on August 5–6 and must be at a Philadelphia-area surgery center for a production on August 7. The surgery-center address has not been confirmed. Explain how you would manage the situation, what information you would gather and what you would present to Jay for approval. Also, there's an opportunity to have dinner/network in either Boston or Philadelphia the evening of August 6th, evaluate our pipeline and the LinkedIn network and give me 3 surgeons and 3 founders/execs who would be ideal to spend that captive time with.

Final candidates will be invited to complete a short paid working exercise before an offer is made.