Office Manager & Executive Assistant

NOTICE  Please be aware that individuals have been receiving fraudulent interview and job offers from perpetrators seeking to acquire personal information. If you are asked to provide personal or financial information, pay a fee to apply for a position, accept an offer via email, text, or other messaging system, or if you are suspicious for other reasons that fraudulent activity may have occurred during your recruiting process, then please contact us directly at [email protected]. MedRhythms will never ask for sensitive information before a candidate accepts an offer, we do not request a fee for applying to a job, we will not text you, and we will never conduct interviews via messaging systems.  Company Overview MedRhythms is pioneering the development of next-generation neurotherapeutics designed to improve walking, mobility, and related functional outcomes via a proprietary, patented technology platform. Our mission is to help patients regain their mobility, by expanding access to patient-centered, world-class medical devices. Our groundbreaking technology uses sensors, software, and music to deliver evidence-based interventions to improve walking. At its core is a cutting-edge treatment mechanism based on the latest neuroscience research in music: rhythm can be used clinically to directly target the human motor system and improve functional outcomes in walking. It's our mission to see these outcomes realized for the millions of people worldwide who struggle with walking impairments, in conditions including stroke, Parkinson’s disease, and multiple sclerosis. In late 2023, MedRhythms launched InTandem, an FDA-authorized, prescription-only, home-use device intended to improve walking in adults with chronic stroke, and secured a new unique HCPCS reimbursement code in 2024. In early 2025, MOVIVE, our second FDA-authorized, prescription-only device was released to support gait rehabilitation and motor function for people living with Parkinson's disease.  We are committed to developing evidence-based treatments, and have conducted clinical trials with leading research institutions across the U.S., including Johns Hopkins, Boston University, Mount Sinai, Cleveland Clinic, and Spaulding Rehabilitation.  Cultural Pillars that drive us and our success:  We are committed to People First We are committed to Excellence Always We are committed to being Action Focused At MedRhythms, we value the passion and diversity that people bring with them everyday. It is crucial to our culture when it comes to building a successful and innovative team. If you are unsure whether your experience is a perfect fit for the position you are interested in, we encourage you to apply. Position Overview MedRhythms is looking for an adaptable, detail-oriented, and proactive person to be the glue that keeps our team connected, engaged and running smoothly. This role is perfect for someone who loves variety — no two days will look the same. As our Office Manager & Executive Assistant you will wear many hats, including; managing daily office (and virtual office) operations, supporting executive leadership, organizing company events, and jumping in to help with various cross-functional projects. You are someone who thrives in a fast-paced, startup environment and is energized by constant change.  If you’re the kind of person who thrives on getting things done, loves solving problems, and wants to work with great people — this is your place. You will work in person from the downtown Portland, Maine office, Monday - Friday, with flexibility to work remotely on an occasional basis and will report to the Head of People & Culture. Responsibilities

Manages the Portland, Maine office operations including the efficiency and functionality of the office to best-suit employee needs and reflect company culture. Act as a main point of contact for external office-related matters including working with building management and contractors, and providing access to resources and materials. Office related tasks include but are not limited to; managing office supplies, shipping and deliveries, mail and deposits, equipment procurement and inventory.

Works as a key contributing member of the People & Culture department to support the growing, dispersed workforce. Maintains and fosters the environment and systems that support the MedRhythms cultural pillars: unwavering commitment to people first, excellence always, and being action-focused.

Works closely with executive leadership to provide administrative support and complete, as needed, special projects including initiatives related to the board of directors. 

Planning and execution of company events both in and outside of the office, organizes logistics for quarterly board meetings held remotely and in-person. 

Based on background, experience and interest a portion of this role will also include cross functional projects which may be in partnership with various departments; People & Culture, Marketing, Conferences and Trade shows, Regulatory and Compliance, IT, Manufacturing, Customer Support, or Operations.

We’re looking for you to bring

Two to three years’ experience working in an office setting

Proficient in (or ability to learn rapidly), Google Workspace and various systems (Zoom, DocuSign, Slack, Confluence/Atlassian etc.)

Quick learner, stays up to date with and has a high comfort level with technology and operating in multiple systems 

Experience conducting yourself professionally when handling and maintaining confidential, sensitive and personal information

Exceptional organizational skills and high attention to detail

Experience with and proven track record of strong writing and communication skills

Approachable, friendly and inviting demeanor 

Agile and flexible in work approach

Helpful experiences and skills (if you don’t have them, it’s not a dealbreaker)

Experience in the healthcare or pharmaceutical industry, with knowledge of regulatory requirements and compliance standards

Familiarity with digital therapeutics or medical devices 

Executive assistant tasks and experience working with executives and/or a board of directors 

Experience working in a startup, with the ability to adapt to change and navigate ambiguity

What we can offer you

Meaningful, purpose driven work on a life-changing product

Collaborative, supportive, smart and fun team

Competitive compensation and benefits: Medical, dental, vision, disability, stock options, bonus potential, paid parental leave

Generous paid time off: Unlimited vacation, sick and volunteer time off

Downtown Portland, Maine office: Inviting office in the heart of the Old Port