Office Assistant

About Ultrasound AI

Ultrasound AI is a mission-driven health tech startup advancing women’s health through practical applications of AI. Our flagship product, Delivery Date AI™ (DDAI™), was granted FDA De Novo authorization (Class II, DEN250007) in February 2026 — one of the first cleared AI-powered obstetric prediction tools on the market. We operate across the U.S., Brazil, and Chile and are actively scaling toward our commercial launch and Series A raise.

We’re a small, fast-moving team headquartered in the Denver metro area, and we need a sharp, proactive Office Manager who can keep our day-to-day operations running smoothly as we grow. If you thrive in environments where no two days look the same and you’re energized by being the person who makes everything work, this role is for you.

The Role

As Office Manager, you’ll be the operational backbone of our Denver office. You’ll work directly with our VP of Operations and senior leadership team to coordinate day-to-day office functions, support executives, and manage vendor and facilities relationships. This is a high-visibility role in a small company — you’ll have broad ownership, real responsibility, and the opportunity to build processes from the ground up.

This role starts as a contract engagement with a clear path to full-time hire based on performance and fit.

What You’ll Do

Executive & Leadership Support

• Manage calendars, scheduling, and meeting coordination for the VP of Operations and senior leadership team
• Arrange travel logistics (flights, hotels, ground transportation) for leadership and visiting team members
• Prepare agendas, take meeting notes, and track action items for key leadership and team meetings
• Serve as a point of contact for external parties scheduling with leadership — professional, responsive, and organized
• Support preparation of internal documents, presentations, and correspondence as needed

Vendor & Facilities Management

• Own day-to-day office operations: supplies, equipment, mail, and workspace organization
• Manage vendor relationships — negotiate, coordinate, and track contracts for services like IT equipment, office supplies, cleaning, and building management
• Serve as the primary liaison with building management and coordinate any facilities needs or repairs
• Track and process vendor invoices and expense submissions, coordinating with finance for approvals
• Maintain an organized inventory of office assets and supplies; anticipate needs before they become problems

General Office Operations

• Help onboard new team members — coordinate access, equipment setup, and first-day logistics
• Plan and coordinate internal team events, offsites, and occasional in-office gatherings
• Maintain company records, shared drives, and internal documentation in an organized, accessible way
• Identify and fix operational inefficiencies — if something is broken or slow, you’re the person who fixes it
• Handle ad hoc administrative tasks and cross-functional requests as they arise

What We’re Looking For

• 3 years of experience in office management, executive assistance, or a similar operations role
• Exceptional organizational skills — you manage multiple priorities without dropping details
• Strong interpersonal communication: professional, clear, and personable with leadership and external parties alike
• Experience managing vendor relationships, office facilities, or both
• Calendar and travel coordination experience for senior executives
• Proficient with Microsoft 365 (Outlook, Teams, Word, Excel, PowerPoint) and modern collaboration tools
• Comfortable using AI tools (e.g., ChatGPT, Copilot) to streamline research, drafts, and routine tasks
• Self-directed and proactive — you don’t wait to be told something needs doing; you see it and handle it
• Comfortable in a fast-moving, small-team environment where ambiguity is normal and initiative is valued

Nice to Have

• Experience in a startup, health tech, or regulated industry environment
• Familiarity with healthcare or medical device company operations
• Light bookkeeping or expense management experience (QuickBooks, Bill.com, or similar)
• Experience supporting HR functions such as onboarding coordination or contractor management
• Associate’s or Bachelor’s degree in business administration, communications, or a related field

What We Offer

• $20–$25/hr during the contract period, commensurate with experience
• Clear path to full-time conversion with excellent benefits: 401(k), health, dental, vision, and PTO
• Mission-driven work in maternal health — the operational support you provide directly enables better patient outcomes
• High visibility and real ownership in a small, senior team where your contributions are immediately felt
• In-office collaboration in the Denver metro area with flexibility as needed
• A front-row seat to what it looks like to scale an FDA-cleared AI product toward commercial launch

How to Apply

Apply on really with your resume and a brief note (3–5 sentences) on why operations and office management energize you and what kind of environment brings out your best work. Bonus points if you include an example of a process you built, fixed, or meaningfully improved.

Pay: $20.00 - $25.00 per hour

Benefits:

• Flexible schedule

Work Location: In person

Salary : $20 - $25