Executive Assistant & Office Operations Manager

The Problem

Citizen Health is a small team moving fast on a hard problem: building Ari, an AI advocate for families navigating rare disease. Our two co-founders — the CEO and the Chief Business Officer — split their time across product, fundraising, biopharma and advocacy partnerships, hiring, and the day-to-day of running the company. Every hour they spend wrestling with calendars, chasing interview panels, or figuring out who ordered the standing desks is an hour not spent on patients, partners, or the team.

As we grow, the operational surface area grows with us: more candidates moving through more interview loops, more external meetings across more time zones, a real office with real vendors, and a steady stream of people-ops and business-ops tasks that don't yet have an owner. We need one person who can hold all of it — and make it look easy.

We're hiring an Executive Assistant & Office Manager to support our CEO and CBO directly, run our San Francisco office, own recruiting coordination end-to-end, and take on ad hoc business operations work across the company. Most companies split this work across three or four people. Here, it's one seat — which means broad scope, real ownership, and a close-up view of how an early-stage company actually runs.

You'll be the connective tissue between the founders and everyone else: the person who knows what's happening this week, who needs what from whom, and what's going to fall through the cracks unless someone catches it. You'll operate with a high degree of autonomy and handle confidential information across compensation, personnel, and business development.

This role is based in San Francisco with regular in-office presence. You'll report to the CEO and work day-to-day with both co-founders.

Executive support for the CEO and CBO — Own both calendars, including competing priorities across recurring internal meetings and all external scheduling with investors, partners, advisors, and candidates. Serve as the scheduling and communications point of contact for external stakeholders. Coordinate domestic and international travel end-to-end. Prepare agendas, pre-reads, and meeting materials; track action items afterward and make sure they close.

Manage expense reporting for both executives. Triage inbound requests and protect founder time — deciding what needs their attention and what you can resolve yourself.

Board, investor, and leadership logistics — Coordinate board meetings, investor updates, and leadership offsites: scheduling, materials assembly, logistics, and follow-through.

Office and operations management — Run the day-to-day operations of the office. Own vendor relationships and contracts (building management, cleaning, catering, IT, supplies). Manage office supply, equipment, and kitchen inventory within budget. Coordinate IT and workstation setup for new hires and equipment needs for the existing team. Serve as the first point of contact for facilities issues and building management, including mail and shipping, access, seating, and safety.

Recruiting coordination — Schedule and coordinate all candidate interviews and full-day onsites across open roles. Manage interviewer panels and reschedules across multiple calendars, including executive interviews. Own candidate communication and experience from first scheduling contact through onsite — every candidate should leave thinking Citizen is the most organized company they've talked to. Maintain candidate records and keep the pipeline clean in our ATS.

People operations and HR administration — Own and maintain the company-wide onboarding playbook used for every new hire across departments. Own the monthly headcount report covering full-time employees, contractors, and…