Executive Assistant / Business Operations Coordinator

Vironix AI•Austin, TX

1d•$60,000 - $120,000•Remote

About The Position

The Executive Assistant / Business Operations Coordinator will support the company as it grows and scales in a fast-moving startup environment. The role is based in Austin, Texas, and is remote first. The successful candidate will work independently and proactively, taking end-to-end ownership of a shifting portfolio of tasks and projects to reduce the CEO’s administrative burden and allow leadership to focus on growth. The position combines executive and personal assistance with business operations coordination. Duties include managing vendor relationships and operational platforms, supporting new-hire onboarding, coordinating leadership meetings and agendas, handling expense reports and company purchasing, updating company social media, running errands, and assisting with events. Personal assistance may include arranging grocery deliveries and cleaning services. The ideal candidate is an independent problem-solver who moves with urgency, communicates clearly, stays organized and reliable, adapts to varied responsibilities, and is comfortable with shifting priorities in an early-stage or high-growth startup. The role requires proficiency with Google Workspace and Microsoft Office and the ability to learn new software quickly.

Requirements

Ability to work independently, think proactively, and take end-to-end ownership of commitments and projects.
Strong problem-solving skills, including researching and testing solutions before escalating issues; bring a proposed answer when escalating.
Urgency and ability to move quickly and close loops the same day.
Comfort with modern web and mobile tools and ability to learn new software quickly.
Full proficiency in Google Workspace and Microsoft Office.
Strong organization and reliability, including punctuality and tracking commitments so tasks do not fall through the cracks.
Clear written communication and proactive stakeholder updates; ability to represent the company well with vendors and partners.
Adaptability and willingness to take on varied tasks, including unfamiliar responsibilities.
Prior experience in an early-stage or high-growth startup environment.

Responsibilities

Own commitments and projects from start to finish, driving them forward and closing all loops.
Take on a large, changing portfolio of activities to reduce the CEO’s workload.
Coordinate personal assistance activities, such as grocery deliveries and cleaning services.
Manage relationships with operational vendors and platforms, including HR providers, Paychex, Zoho, and other business partners; keep accounts current and resolve issues.
Guide new employees through onboarding, including insurance enrollment and payroll setup.
Coordinate leadership meetings and calls, and create and maintain agendas.
Complete expense reports and handle company purchasing.
Keep company social media channels updated.
Run company errands and support events when needed.