Executive Assistant (Onsite)
HeartFlow
Summary
As the Executive Assistant you will be a key strategic and tactical member of the Executive Team. Reporting directly to the Chief Medical Officer as well as other executive leaders. With a span of responsibilities including primary administrative support managing materials for board meetings, daily operations for teams and executives as assigned. You will build and maintain relationships with both internal and external key opinion leaders. This role requires you to manage and be a primary participant on a variety of projects for Heartflow and utilize strong project management and organizational skills with the ability to pivot priorities on short notice.
Job description
Job Responsibilities
- Administrative support for the assigned executives includes scheduling meetings, teleconferences, domestic and foreign travel, processing expense reports, organizing and planning company events.
- Prepare corporate briefing materials and presentations for use in both internal and external meetings including with the Board, investors and other strategics.
- Act as liaison for the executives while maintaining strict confidentiality with both external contacts and internal relationships with the executive team, management, and employees.
- Partner with the executives to prioritize tasks and proactively support the company's objectives and goals. Take initiative and maintain open communication.
- Triage incoming calls and email. Prioritize response needs and draft correspondence.
- Anticipate the needs of the executive team members.
- Suggest and implement tools for company communication and collaboration to improve overall business processes.
- Support the daily operations and administration of the assigned office by managing mail and packages, supply management, front desk oversight, facility & vendor management (maintenance, vendor relations, etc.)
Skills Needed
- Excellent communicator and strategic thinker.
- Proven problem solver who can work independently under little supervision.
- 5+ years partnering with C-Level Executives.
- Thrive in the fast-paced start-up environment while maintaining composure in stressful situations.
Educational Requirements & Work Experience
- Bachelor's Degree or relevant work experience required.
- Experience working for medical device, diagnostic product development, or MedTech companies.
Requirements
- 5+ years partnering with C-Level Executives
- Bachelor's Degree or relevant work experience required
- Excellent communicator and strategic thinker
- Proven problem solver who can work independently under little supervision
- Experience working for medical device, diagnostic product development, or MedTech companies
- Strong project management and organizational skills
- Ability to maintain strict confidentiality
- Ability to pivot priorities on short notice
Company overview
HeartFlow is a pioneering medical technology company that has revolutionized cardiovascular disease diagnosis and treatment through its AI-powered, non-invasive solutions for coronary artery disease (CAD). Founded in 2007 and headquartered in Mountain View, California, the company specializes in creating personalized 3D heart models from standard coronary CT angiography (CCTA) scans. HeartFlow's flagship technology, the Fractional Flow Reserve derived from Computed Tomography (FFRCT) analysis, uses advanced computational fluid dynamics and artificial intelligence to simulate blood flow through a patient's coronary arteries, providing physicians with critical functional insights without invasive procedures. The company's comprehensive platform includes Roadmap Analysis for anatomical visualization, FFRCT Analysis for functional assessment, and Plaque Analysis for detailed plaque characterization. With FDA clearance and CE marking, HeartFlow's technology has been used to treat over 400,000 patients across more than 1,400 leading healthcare institutions worldwide. The company has raised over $1.2 billion in funding and went public on NASDAQ, establishing itself as the most widely adopted AI solution in U.S. healthcare for cardiovascular diagnostics. HeartFlow continues to drive innovation in precision medicine, transforming CAD from a leading cause of death into a manageable condition through early detection and personalized treatment planning.