Executive Assistant & Office Manager

Who Are We?

Prolaio believes that continuous learning and collaboration can make a significant difference in how heart care is administered. We are creating smarter ways to address heart disease and heart risks by integrating a connected platform enabled by smart data science to help patients access the care and attention that will inform better treatments and outcomes

We envision a future where care teams and hospitals can be more effective, the healthcare system can be more efficient, and patients have a better care experience and more fulfilling lives.

This is precision cardiology, and we know it’s within reach.

What Will You Do?

The Overview

Prolaio is looking to bring on a Executive Assistant and Office Manager who will provide high-level administrative and operational support to the General Manager and Executive Leadership Team at Prolaio. This role is responsible for ensuring the smooth coordination of schedules, travel, and internal communication, while also contributing to a well-run, collaborative office environment. They will serve as a central point of coordination across teams, helping to improve efficiency and support leadership focus in a fast-moving startup. This role is essential to the day-to-day functioning of the company and plays a key part in enabling Prolaio’s mission to improve heart care through precision cardiology and will be based in the Chicago office.

The Specifics

• Executive Support:  Provide comprehensive administrative support to the General Manager and Prolaio’s Executive Team, including proactive calendar management, travel coordination, meeting preparation, and correspondence. Additionally, offer onsite support to other executives during interoffice visits and assist Directors attending onsite Board meetings
  Communication Management: Act as the primary contact for internal and external communications for the General Manager & Executive Leaders, ensuring efficiency and discretion. 
• Meeting Coordination: Schedule and organize meetings, presentations, and events, ensuring smooth execution. 
• Project Assistance: Track and support key projects, ensuring deadlines are met and deliverables are completed. 
• Document Preparation: Draft and proofread presentations, reports, and correspondence, ensuring quality and accuracy. 
• Relationship Management: Build positive relationships with stakeholders, acting as a liaison between the General Manager & ELT, and other departments. 
• Operational Support: Assist with board meetings, financial updates, and other executive functions. 
• Financial & Expense Management: Assist with the submission, tracking, and reconciliation of executive reimbursements, invoices, and other expense-related matters, ensuring timely and accurate processing in line with company policies.
• General Office Support: Handle site-related administrative needs, manage office tasks, including supplies, maintenance, and on-site issues.  
• Office Culture: Contribute to a positive, collaborative office environment and support cultural initiatives. 
• Flexible Support: Jump in to assist with tasks beyond EA responsibilities, contributing  as needed. 

Why Prolaio?

• Impactful Work: You will join in the fight against heart failure (HF) and hypertrophic cardiomyopathy (HCM) with the goal of extending and saving the lives of our patients while also being at the forefront of changing the healthcare industry through technology.
• Innovative Environment: You will be part of an organization doing something that’s never been done before.
• Professional Growth: You will join a growing team and have a substantial impact on our daily and future operations with the opportunity to continuously learn and grow.
• Collaborative Team: You will be part of a team of collaborative, curious, and committed individuals focused on the collective good, inclusiveness, scientific excellence, and advancing digital health for cardiology.

Who You Are?

• 10+ years of experience in an executive assistant role, providing high-level support to senior leadership (C-suite executives preferred). 
• Strong proficiency in Google Suite and Microsoft Office and other relevant software tools. 
• Excellent written and verbal communication skills. 
• Proven ability to manage multiple tasks simultaneously and meet deadlines in a fast-paced environment. 
• Experience in supporting executives in finance, technology, or similar industries is a plus. 
• A proven track record of taking initiative and delivering results with minimal supervision. 

Why You’ll Love Working Here

• Meaningful Compensation: Competitive salary, performance bonus, and equity so you can share in what we build.
• Great Health Coverage: Medical, dental, and vision plans with multiple options and strong company contributions.
• Flexible Spending Perks: HSA, FSA, commuter benefits, and a $1,200 annual Lifestyle Spending Account to support wellness, commuting, family needs, and more.
• Time to Recharge: Generous paid time off, sick leave, and company holidays.
• Family-First Benefits: Paid parental leave, caregiver leave, and support for growing families.
• Security & Peace of Mind: Company-paid life insurance and short- and long-term disability coverage.
• Plan for the Future: 401(k) plan to help you build long-term financial security.
• Care When You Need It: Easy access to telehealth and optional supplemental coverage for life’s unexpected moments.

Starting Salary is at $100,000.00 (Exact Compensation may vary based on skills, experience, and location)

Prolaio is an Equal Opportunity Employer (EOE) that welcomes and encourages all applicants to apply regardless of age, race, color, religion, sex, sexual orientation, gender identity and/or expression, national origin, disability, veteran status, marital or parental status, ancestry, citizenship status, pregnancy or other reasons prohibited by law.