Marketing Operations Associate

Subsense•Palo Alto, CA

2d•Onsite

About The Position

Subsense is building an AI-native NanoBCI: a non-surgical brain-computer interface that uses nanoparticles instead of implants. We are about 40 scientists and engineers across two Bay Area labs, starting with medical applications such as Parkinson's and ALS. Our marketing team runs conferences, PR, investor materials, events and our social presence, and the pace is high. The role You are the person who makes sure nothing falls through the cracks. In a typical month our marketing team tracks 10 or more conference deadlines, a weekly PR agency cycle, several vendors, lab visits, filming days and investor requests, all at once. You will own the system that holds all of it: one source of truth for deadlines, owners and status. You will close loops before anyone has to ask. This is a contract-to-hire position based on performance.

Requirements

1 to 3 years in operations, events, executive assistance, or agency coordination
Prioritize well: you can tell what matters today versus what can wait, and you explain why
Communicate clearly, directly, and think outside the box to find solutions
Live in Notion, monday.com, Asana or similar, plus Google Workspace, Slack and calendars
Use AI tools actively to work faster and smarter (summaries, drafts, research) and still check the details
Live in the Bay Area and can be on-site most days

Nice To Haves

Love closing tasks and feel calm when a list is long
Experience in biotech, medtech, deep tech or a startup
Conference or trade show logistics
Event planning or PR agency background

Responsibilities

Run our marketing task board and calendar, track every deadline, send reminders a week and a day ahead, flag risks early
Research and shortlist conferences, prepare and submit applications, abstracts and speaker nominations, handle registration, travel and sponsor paperwork
Join the weekly call with PR agency, track action items, check delivered work against the agreed scope, keep invoices on time
Book meetings across internal teams, speakers, partners and vendors; prepare agendas and send follow-ups
Route NDAs and contracts, collect quotes, track invoices and expenses, keep files organized in the shared drive
Handle logistics for lab tours, filming days, panels and our annual Forum (speaker travel, catering, venue, RSVPs, thank-you notes, photo delivery)
Keep a weekly status update for Alex