What are the responsibilities and job description for the Executive Assistant / Business Operations Coordinator position at Vironix AI?
Executive Assistant — Austin, TX
This role is based in Austin, TX and is remote first.
This Executive Assistant will play a pivotal role as the company grows and scales over the coming months. As this is a fast-moving startup environment, we are looking for someone who can operate independently, think proactively, and do whatever it takes to get the job done.
- End-to-end ownership — Take commitments and projects from start to finish. When you accept something, it's yours: you drive it forward, close every loop, and see it through to done — no reminders, no handoffs back.
- Executive leverage — Take on a large and constantly shifting portfolio of miscellaneous activities to lift the burden off the CEO's plate so leadership can stay focused on growth.
- Vendor management — Serve as the point of contact for our operational vendors and platforms (HR providers, Paychex, Zoho, and other partners that support the business), keeping accounts current and issues resolved.
- New hire onboarding — Guide new employees through their first days, including insurance enrollment and payroll setup, so they hit the ground running.
- Scheduling and meetings — Coordinate meetings and calls across leadership, and craft and maintain agendas so nothing slips.
- Finance administration — Complete expense reports and handle company purchasing.
- Social media — Keep company social channels updated.
- Events and errands — Run company errands and support events when needed.
Requirements
Independent problem-solvers. You default to figuring it out yourself — searching, testing, asking the software, reading the docs — before pulling anyone else in. When you do escalate, you come with a proposed answer, not just a question.- People with urgency. You move fast, close loops the same day, and don't let tasks sit in limbo waiting on someone else.
- Tech-fluent operators. You're at home in modern web and mobile tools, pick up new software quickly, and are fully proficient across Google Workspace and Microsoft Office.
- Organized and reliable. You're on time, you track your own commitments, and nothing falls through the cracks on your watch.
- Strong communicators. You write clearly, keep stakeholders informed proactively, and represent the company well with vendors and partners.
- Adaptable generalists. No task is beneath you, and no unfamiliar task intimidates you. You'd rather be trusted with a lot than boxed into a narrow lane.
- Startup-tested. You've worked in an early-stage or high-growth startup environment before, so shifting priorities, lean teams, and wearing multiple hats feel familiar rather than chaotic.Why Join
Benefits
- 100% Paid Health Insurance
- Stock Options in a growing startup
- Remote First Work Environment