Executive Assistant to CEO

  • Full-time

Company Description

About NextSense:

NextSense’s vision is to be the foundation of brain health and establish a new paradigm in neurocare. Powered by a disruptive brain-sensing earbud technology and digital ecosystem, our mission is to establish new ways of diagnosing and optimizing therapy for diverse neurological conditions. We hope to unlock brain health for everyone with real world data insights and practical, scientific wisdom for daily living.

Job Description

This is a multifaceted role for an early stage start-up for a hybrid role as an Executive Assistant, Personal Assistant to CEO, and Office Manager. The Executive Assistant reports directly to the CEO at NextSense and performs administrative duties for executive management. In addition to the primary responsibility of supporting the CEO, this position also provides support for other C-Suite Executives. Responsibilities include managing calendars, making travel arrangements, screening calls, meeting scheduling, events management, preparation of reports and financial data, and customer relations. Organization and time management are vital to be successful. The sensitive nature of the information involved requires a high degree of tact as well as discretion. Sensitivity to confidential matters is a must.

Essential Job Functions:

  • Manage all aspects of an executive's calendar and schedule including educational conferences, phone/video conferences, speaking engagements, meetings (with customers, prospects, business development officers, employees, vendors, etc.), personal appointments and follow-through with meeting confirmations.
  • Ensure all travel and transportation arrangements meet exceptional standards.
  • Create and implement a follow-up system on all outstanding scheduling and miscellaneous items.
  • Anticipate the executive’s needs
  • Prepare pre- and post- meeting notes and complete action items required.
  • Create, receive, and distribute presentation materials for meetings and conference calls.
  • Handle expense reporting, including reconciling corporate card activity and creating/submitting expense reports.
  • Assist with personal scheduling and errands from time to time.
  • Manage offsites for NextSense, including brainstorming fun events to drive the culture forward at the start-up
  • Responsible for managing and maintaining a clean office environment; inviting for employees and guests
  • Ensures supplies are replenished including refreshments, snacks, office supplies
  • Produce correspondence and response letters by transcribing, formatting, inputting, editing, retrieving, copying, and transmitting text, data, and graphics.
  • Conserves executive's time by reading, researching, and routing correspondence; collecting and analyzing information.
  • Welcome guests and customers by greeting them, in person, over phone, via video conference to answer and direct inquiries
  • Works closely with the Board of Directors and creates and maintains information for board meetings, investor presentation, and projects.
  • Ability to react with appropriate levels of urgency to situations and events which require quick response or turnaround.
  • High level of integrity and discretion in handling confidential information and dealing with professionals inside and outside of the company.
  • Acts as the on-site liaison with property management at NextSense offices.
  • Take initiative without being asked. Consistently runs faster, moves sooner, and tries harder than necessary, while exercising good judgment. Is tenacious, intense, and has a sense of urgency around getting it done.



  • Proficient with Google G-Suite and Microsoft Office Word, Excel, PowerPoint, & Outlook
  • Ability to handle administrative details independently, while exercising sound business judgment in keeping team members informed as necessary
  • Deep experience with detailed domestic and international travel coordination
  • Exceptional written, verbal, and interpersonal communication skills
  • Outstanding planning, time management, and organizational skills
  • Meets commitments with consistent effort and willingness to go above and beyond when needed.
  • Ability to demonstrate grace and composure under pressure. Helps co-workers thrive in stressful situations. Looks immediately for resolution rather than placing blame
  • Always looks for ways to make the leadership team better
  • Able to function well in loosely structured situations. Works effectively in situations involving uncertainty or lack of information. Effectively handles multiple projects or tasks at the same time. Is open to and responds flexibly to change
  • Share information to help others do their job well. Fosters cross-functional and cross business teamwork
  • Able to understand the diverse needs and styles of leaders and acts accordingly
  • Develops and maintains good working relationships with others. Doesn't optimize for optics. Builds trust and rapport. Practices and promotes involvement and cooperation
  • Initiates self-development actions. Seeks and shares job-relevant learning, developmental experiences, and feedback to enhance performance
  • Bonus if experienced with social media, monitoring social media accounts for NextSense and flagging important messages for CEO to respond to


  • Bachelor’s Degree in Communications or related field desired, or equivalent experience
  • Minimum 10 years related work experience
  • Ability to type 60+ words per minute accurately
  • Experience taking organized meeting notes with follow-up to action items
  • Advanced at developing presentation materials
  • Occasional travel required
  • Prior experience working for a public company preferred
  • Professional appearance and demeanor a must

Additional Information

Physical Demands:
While performing the duties of this position, the employee is in regular communication, is required to use various tools or objects, and has the mobility to move about the office. The employee occasionally lifts and/or moves objects up to 25 pounds. Specific vision abilities required by this position include close vision, distance vision, and the ability to adjust focus.

Position Type/Expected Hours of Work:
This is a full-time, exempt position with overtime when necessary.

Travel is primarily local during the business day, although occasional out-of-the-area and overnight travel will be expected. Employee must possess a valid CA driver’s license and transportation.

Our careers benefits include but are not limited to the following:

  • Equity
  • Retirement savings (no employer matching at this stage)
  • Healthcare Flexible Spending Account (FSA)
  • Medical, dental, vision, and life insurance
  • Wellness-bundle, commuter benefits
  • Paid vacation, holidays, parental leave

Location:  Must be located in the San Francisco Bay area 

Employment Eligibility: At this time NextSense is only considering candidates for this role who are eligible to legally work in the US without any Visa sponsor/transfer requirements now or in the future.  Eligible candidates who can work on a TN Visa from Mexico or Canada will be considered.