Executive Assistant & Operations Coordinator
TheraFascia | PhysioHand Inc.
Company Description
TheraFascia is an innovative health technology startup based in Menlo Park, California, focused on advancing the treatment of musculoskeletal conditions through fascial science and technology.
Founded by an experienced physical therapist and former Stanford clinician, TheraFascia combines a novel handheld therapeutic device with an AI-powered application to help clinicians identify and treat fascial restrictions through a more targeted, personalized approach.
Our mission is to bridge the gap between science, technology, and clinical practice, bringing innovative solutions to physical therapists, chiropractors, and other healthcare professionals.
We are an early-stage, fast-growing startup working closely with clinics and healthcare providers to refine our technology and expand our reach. We value creativity, integrity, collaboration, adaptability, and people who are excited to build something meaningful from the ground up.
Role Description
We are seeking a sharp, proactive, resourceful, and highly adaptable Executive Assistant & Operations Coordinator to work directly with the company's founders and support our growing operations.
This is a full-time, remote role that requires availability during U.S. Pacific Time business hours.
The ideal candidate is an independent thinker and natural problem-solver who takes ownership of responsibilities, anticipates needs, and finds creative solutions without requiring constant direction.
This is not a traditional administrative role. As an early-stage startup, we are looking for someone who is comfortable wearing multiple hats, learning new tools, adapting quickly, and helping us build efficient systems as we grow.
Key responsibilities include:
- Executive Support: Managing calendars, emails, scheduling, correspondence, meetings, and day-to-day executive priorities.
- Clinic & Customer Coordination: Supporting clinic onboarding, pilot programs, training schedules, device logistics, customer communications, and follow-ups.
- Sales & CRM Management: Maintaining HubSpot CRM, tracking prospects, coordinating outreach campaigns, following up with clinics, and supporting business development activities.
- Marketing Support: Assisting with LinkedIn outreach, email campaigns, lead generation, marketing coordination, and research.
- Operations & Project Coordination: Managing tasks, tracking deadlines, coordinating with contractors, vendors, and partners, and ensuring projects move forward.
- Financial Administration: Assisting with invoicing, subscription tracking, expense records, and QuickBooks coordination.
- Process Improvement: Creating and improving standard operating procedures (SOPs), organizing documentation, streamlining workflows, and identifying opportunities for automation.
- Research & Reporting: Conducting research, maintaining spreadsheets and databases, preparing reports, and providing regular updates to leadership.
Qualifications
- Exceptional problem-solving skills: Able to think independently, find creative solutions, and take initiative when challenges arise.
- Quick learner and tech-savvy: Comfortable learning new platforms, software, and workflows. Previous experience with every tool is not required.
- Strong executive and administrative support skills: Excellent organization, time management, attention to detail, and ability to manage multiple priorities.
- Excellent communication skills: Strong written and spoken English, professional communication, and confidence interacting with healthcare professionals, vendors, and business partners.
- Proactive and accountable: Takes ownership of tasks, follows through, and communicates progress or challenges without needing repeated reminders.
- Adaptable and resourceful: Thrives in a dynamic startup environment, embraces change, and is willing to wear multiple hats.
- Positive attitude and growth mindset: Enthusiastic, curious, open to feedback, and genuinely interested in learning and growing with the company.
- High integrity and trustworthiness: Demonstrates honesty, reliability, discretion, and professionalism when handling confidential business information.
- Technology proficiency: Familiarity with Google Workspace, Microsoft Office, CRM platforms, spreadsheets, and AI productivity tools. Experience with HubSpot, QuickBooks, Waalaxy, or project management platforms is a plus, but not required.
- Previous experience in executive assistance, operations coordination, customer support, or startup environments is preferred, but demonstrated ability, initiative, and attitude matter more than years of experience or familiarity with specific tools.
- A bachelor's degree or equivalent professional experience is preferred.
What We're Looking For
Above all, we're looking for someone who is sharp, curious, dependable, and genuinely enjoys solving problems.
Someone who doesn't just identify an obstacle but actively looks for a way around it. Someone who can work independently, think outside the box, and bring ideas to the table.
We don't expect you to know everything from day one. We believe the right person can learn the tools and processes along the way.
What matters most is your ability to learn quickly, take ownership, stay organized, communicate openly, and grow alongside us.
If you're excited about innovation, healthcare technology, and being part of building a startup from the ground up, we'd love to hear from you!
