Executive Administrative Assistant to CEO, CFO & General Counsel

Based in Mountain View, CA., NeuroPace is a commercial-stage medical device company focused on transforming the lives of people suffering from epilepsy by reducing or eliminating the occurrence of debilitating seizures. Its novel and differential RNS System is the first and only commercially available, brain-responsive platform that delivers personalized, real-time treatment at the seizure source.

At NeuroPace, employees are our greatest asset. We are continually searching for solution-oriented individuals who can bring energy and creativity to our growing workforce. At NeuroPace, our success depends upon our ability to recruit and retain the most talented, enthusiastic and dedicated people we can find and providing them with a dynamic and challenging environment in which to thrive.

We are currently seeking anExecutive/Administrative Assistant to the CEO, CFO, and General Counsel to join the NeuroPace team. This individual will be a key partner responsible for ensuring the executives’ effectiveness and efficiency. This role requires exceptional organizational skills, sound judgment, utmost confidentiality, and a proactive mindset to anticipate the needs of the executives in a fast-paced and high-pressure environment. The ideal candidate will have experience supporting public company executives and/or Board of Directors members,  demonstrate outstanding communication and discretion, and excel at managing competing priorities with poise and professionalism. If you are self-motivated, love a challenge, and thrive on creating certainty from ambiguity, this is your ideal role!

Key Responsibilities:

Calendar & Meeting Management:

• Provide sophisticated calendar management for the CEO, prioritizing and optimizing time to align with company objectives.
• Own Corporate Calendar for CEO, CFO, and General Counsel including keeping annual schedule, send invites & manage RSVPs for Board Meetings.
• Schedule and manage various meetings, including BOD meetings, leadership team sessions and additional executive commitments.

Travel Coordination:

• Manage frequent domestic travel arrangements for the CEO, CFO, and General Counsel, ensuring seamless itineraries, cost-effectiveness, and adherence to company travel policies.
• Handle hotel reservations for Board of Directors (BOD) members as required.

Board Support:

• Coordinate all logistics and support CEO, CFO, and General Counsel with distribution of materials for board meetings, including managing communications, ensuring compliance, and maintaining confidentiality.

Administrative & Financial Oversight:

• Prepare, reconcile, and submit expense reports promptly and with meticulous attention to detail.
• Manage special projects as assigned, ensuring timely and accurate execution.

Event Coordination:

• Plan and act as liaison to ensure execution on Board Meetings, other high-profile meetings, leadership team offsites, and public events, handling contracts, venues, catering, and other logistics.
• Support the CEO, CFO, and General Counsel’s participation and manage logistics for attendance for external events including major conferences by coordinating with the Sales & Marketing teams.
• Support planning and logistics for CEO’s attendance and participation at internal sales meetings (QBRs, annual meetings, etc.) and other company-wide meetings.

Proactive Operational Support:

• Manage the flow of information and problem solve so that the executives’ time can be freed up to focus on strategic priorities.
• Develop and maintain strong relationships across the organization to facilitate seamless communication and collaboration.

Qualifications:

• 3 years of experience as an Executive Assistant, preferably supporting a VP, CEO or C-suite executive in a public company or high-growth environment.
• Exceptional interpersonal and communication skills developed while serving in customer-service oriented roles, with the ability to interact confidently and effectively with stakeholders at all levels.
• Demonstrated ability to maintain discretion and confidentiality when handling sensitive information.
• Strong proficiency in technology platforms, especially Windows-based tools like Microsoft Office Suite and collaboration tools (e.g. Teams, OneDrive, SharePoint, etc.).
• Detail-oriented, highly organized, and able to manage multiple priorities under tight deadlines.
• Flexible; ability to work under pressure and in a fast paced, ever changing environment.
• Adept at problem-solving and independently making decisions in ambiguous situations.
• Experience coordinating board meetings and managing complex stakeholder communications is highly desirable.

Location:

• Mountain View office-based role requiring 5 days onsite per week.

Compensation:

• Competitive salary commensurate with experience ($100-125k annual base)
• Additional benefits include equity opportunities, bonus, and comprehensive health insurance coverage.

$100-$120K Base - Compensation will be determined based on several factors, including but not limited to skill set, years of experience, and geographic location.

NeuroPace is proud to be an equal opportunity employer and values the contributions of our culturally diverse workforce.San Francisco and Los Angeles applicants: The Company will consider for employment qualified applicants with Criminal Histories in a manner consistent with the requirements of the Los Angeles Fair Chance in Hiring Ordinance or the San Francisco Fair Chance Ordinance (as applicable)

Benefits

• Medical, Dental & Vision Insurance
• Voluntary Life
• 401K
• RSU
• 529 plan
• ESPP Program
• Health & Wellness Program
• Generous Paid Time Off plus eleven paid holidays
• FSA & Commuter Benefits

NeuroPace is proud to be an equal opportunity employer and values the contributions of our culturally diverse workforce.

San Francisco and Los Angeles applicants: The Company will consider for employment qualified applicants with Criminal Histories in a manner consistent with the requirements of the Los Angeles Fair Chance in Hiring Ordinance or the San Francisco Fair Chance Ordinance (as applicable)

PRIVACY NOTICE:  NeuroPace takes its responsibility to protect your personal information seriously, and it uses reasonable safeguards to avoid unauthorized use or disclosure of it, and inadvertent loss or impermissible alteration of it.  NeuroPace complies with all applicable federal and state laws and regulations that govern the handling of your personal information.  If you would like more detailed information on NeuroPace’s privacy policies, please refer to neuropace.com/privacy/ for reference.  NeuroPace retains candidate resumes and applications in its files for future reference and/or consideration for other available job postings.  If you do not wish for your resume and applications materials to be retained in NeuroPace files, or wish to obtain a listing of any personal information that NeuroPace has stored about you, please contact us at [email protected].