Administrative & Executive Assistant

About Synthpop:

At Synthpop, our mission is to empower healthcare providers through AI—streamlining workflows, reducing burnout, and improving patient care. We tackle complex administrative tasks such as referral processing and insurance verification, helping to lower costs, reduce errors, and ensure patients receive the coverage they need.

Backed by decades of healthcare experience, our team knows how to build scalable, reliable products for manufacturers, suppliers, and software solutions. We integrate our AI solutions seamlessly with existing enterprise systems, making sure our customers can get up and running quickly. Join us, and let’s redefine healthcare workflows together.

Why this role exists:

We’re looking for an Administrative & Executive Assistant to support our executives and strengthen our People Operations. In this role, you’ll report directly to our Sr. People Operations Manager while partnering closely with our CEO, CTO, and leadership team. You’ll take ownership of the details that keep our company running smoothly — from board meeting prep and in-person event coordination to conference logistics, executive scheduling, and People Ops processes like onboarding and equipment.

This role is a good fit for someone who enjoys being at the center of things: supporting leaders, making sure key events go off without a hitch, and keeping team processes moving. It’s a highly visible position where trust, discretion, and follow-through matter — and where you’ll see the impact of your work every day.

Key Responsibilities:

Executive & Administrative Support

• Provide executive assistant support to the CEO and CTO (and occasionally other execs), including calendar management, travel booking, and expense coordination
• Manage scheduling and logistics for board meetings, ensuring materials are distributed on time and sessions run smoothly
• Handle administrative paperwork, document routing, and vendor coordination
  
  

Team, Event & Conference Coordination

• Plan and execute company-wide meetings and events, including all-hands, team offsites, and virtual gatherings
• Lead end-to-end conference logistics, including researching opportunities, managing registrations, booking travel and accommodations, preparing materials, and coordinating on-site details
  
  

People Operations Support

• Partner with People Ops to support onboarding logistics, equipment ordering, and compliance administration
• Help run recurring People Ops processes and maintain the People Ops knowledge base
• Serve as a first point of contact for routine employee requests (e.g., benefits questions, expense process, policy reminders)
• Assist in streamlining People Ops workflows and suggest improvements where possible
  
  

Flexibility in Duties: While we’ve outlined the primary responsibilities, we may ask you to help out with other tasks in our evolving startup environment.

This role is for you if…

• You like being the person leaders and teammates can count on to keep things moving.
• You’re energized by variety — one week you might be coordinating a board meeting, the next booking a conference, the next making sure a new hire has everything they need on day one.
• You’re detail-oriented and organized, but you don’t get flustered when plans shift (because they will).
• You can balance discretion and professionalism with warmth and approachability.
• You’re comfortable reporting into People Ops, while also working closely with executives.
• You take ownership — if something’s yours to run with, you don’t let it drop.
• You thrive in a remote-first environment, taking initiative and managing your time effectively.
• You appreciate direct, kind communication and see feedback as fuel for growth.
  
  

Qualifications:

• 4–6+ years of experience in an administrative, executive assistant, or HR/People Ops support role
• Comfortable working directly with executives, board members, and external partners with discretion and professionalism
• Proficiency with common workplace tools (Google Workspace, Slack, Zoom, Notion) and ability to learn new tools quickly
• Experience coordinating meetings and events (e.g., exec meetings, company all-hands, offsites)
• Strong organizational and multitasking skills; able to manage logistics independently and anticipate needs before they arise
• Excellent written and verbal communication skills
• Growth mindset — open to feedback, eager to learn, and willing to adapt as the company evolves
• Driven, proactive, and resourceful—able to thrive in a fast-moving, dynamic startup environment
  
  

Nice to Have Skills:

• Startup or high-growth company experience (where priorities shift and speed matters)
• Prior exposure to People Ops or HR processes (onboarding, compliance, equipment logistics, policy comms)
• Event or conference planning experience (from booking venues to coordinating travel)
• Experience supporting multiple leaders at once
  
  

Work Environment & Lifestyle:

• Hybrid Role: This position is primarily remote, but you’ll be expected to meet with the team once a week in Boston. Outside of these weekly in-person sessions, you’ll have the flexibility and autonomy to work from home.
• Travel: You can expect occasional additional travel (up to ~15%) for client sites, company gatherings, or industry events.
• Schedule: Our standard hours are 9 AM – 6 PM. As a growing startup, we value adaptability; occasionally, this may mean adjusting your schedule to meet pressing deadlines or client needs.
• Physical Requirements & Accommodations: In this role you’ll spend your time working at a computer, sitting for extended periods. Because this role involves some travel, you may also be seated for a while when traveling and could need to carry luggage or navigate airports and various offices. We’re happy to provide reasonable accommodations to support team members of all abilities.
  
  

Recruitment Process

Our interview process is straightforward and designed to help both you and our team assess mutual fit with clarity and care:

• 25-min Recruiter Call – A quick conversation to get to know you and confirm alignment with the role.
• Take-home Assignment – A written exercise that helps us understand how you approach tasks relevant to this role. It takes no more than two hours to complete.
• 45-min Behavioral Interview (Hiring Manager) – A structured discussion focused on how you approach work and collaboration.
• 30-min CEO Interview – A conversation with one of the executives this role supports to further assess qualifications and working style.
• 30-min CTO Interview – A conversation with the other executive this role supports to further assess qualifications and working style.
  
  

We aim to keep the process clear and communicative throughout. Most candidates complete all stages within a few weeks, depending on scheduling.

Benefits:

• Health Coverage: 100% medical, dental, and vision insurance for employees and their dependents
• Retirement: 401k matching
• Dependent Care: Employer contributions to Dependent Care FSA
• FSA Program: Flexible Spending Account (FSA) available
• Flexible Work: We offer remote work arrangements and a culture of trust.
• Paid Time Off: Unlimited PTO policy to promote work-life balance
• Parental Leave: Generous leave to support new parents
• Professional Growth: Opportunities for continuous learning and career advancement
  
  

Why Synthpop?

At Synthpop, you’ll join a mission-driven team transforming healthcare with AI. Our team includes entrepreneurs, healthcare operators, and technologists who have built and scaled impactful companies before. We move quickly, solve complex problems, and give people the chance to see their work make an immediate difference for providers and patients.

We work as extensions of one another, sharing accountability and celebrating collective success. Collaboration across teams is core to how we operate, and we value creative problem-solving, ownership, and direct communication. It’s an environment where your skills will grow, your voice will matter, and your contributions will have real impact.

Compensation Range: $74K - $82K