Administrative & Executive Assistant Cambridge, MA

Position: Administrative & Executive Assistant at Synthpop - Healthcare AI Cambridge, MA

Administrative & Executive Assistant job at Synthpop - Healthcare AI. Cambridge, MA.

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,…