Jobs at NeuroFlow (Now Hiring) — 8 open

Role Overview

NeuroFlow is looking for a Scheduling & Events Coordinator (Level 4) to serve as a senior operational partner to the CEO and leadership team. At this level, you bring seasoned judgment, proactive stakeholder management, and event strategy ownership — not just execution. You're the person who sees the gap before anyone else does and closes it without being asked.

Core Responsibilities

Executive Calendar & Scheduling Strategy

• Serve as the primary owner of the CEO's calendar with full independence making prioritization decisions, managing competing demands, and setting scheduling norms across the organization
• Anticipate needs weeks in advance; bring context and judgment, not just logistics
• Prepare briefing materials, context docs, and agendas ahead of key meetings; capture and track action items afterward
• Manage complex multi-stakeholder scheduling involving board members, investors, clients, and senior external partners
• Draft and send external-facing communications on behalf of the CEO with minimal supervision

Event Strategy & Execution

• Own the company's event calendar strategy: board offsites, all-hands, client dinners, team-building, external conferences, and cultural events
• Lead cross-functional coordination with Marketing, People Ops, and Finance on company-wide events
• Develop and manage event budgets; negotiate vendor contracts and hold partners accountable to cost and quality standards
• Build repeatable event playbooks and run post-event retrospectives to improve execution over time
• Represent NeuroFlow professionally with external vendors, venues, and partners

Office & Operations Management

• Own the office environment: supply inventory, vendor relationships, building liaison, equipment tracking
• Develop and maintain a detailed, evolving office management playbook
• Coordinate onboarding/offboarding logistics with the IT team
• Ensure consistent office standards and a professional environment for visitors and staff
• Greet and welcome visitors; maintain a professional and organized office environment
• Support ad hoc administrative requests as needed
• Manage the dishwasher and organization of the kitchen.
• Coordinate office maintenance tasks and manage repairs as required.
• Handle incoming and outgoing mail and packages efficiently.
• Manage and restock office snacks to ensure availability for employees.
• Complete daily morning and afternoon tasks to keep the office tidy.

Stakeholder & Communications Support

• Draft correspondence, talking points, or light presentation content for the CEO as needed
• Manage ongoing relationships with recurring external contacts (board, investors, select clients)
• Track open action items across leadership and close loops proactively on the CEO's behalf

What We're Looking For

• 6+ years of experience as an Executive Assistant or Senior Coordinator, with direct C-suite support experience
• Operates with full independence and strong judgment in ambiguous, fast-moving situations
• Excellent written communication skills, able to draft professional external correspondence without supervision
• Experience owning events from concept through execution, including budget ownership and vendor negotiation
• Systems thinker who builds processes and playbooks, not just completes tasks
• Comfortable managing up and across, able to influence without authority
• Proficiency with Gmail, Google Calendar, Zoom, Slack; Notion or similar a plus
• Philadelphia-based; able to be in office 3–4 days per week

Company Benefits:

Applicable for full time employees

Flexible work schedule, unlimited PTO, physical and mental wellness benefits, medical coverage, parental leave, 401K, company-sponsored events, referral program, onsite gym, dog friendly office, snacks in the office, commuter benefits, onsite massages.

What We Believe:

NeuroFlow is a proud equal opportunity employer. Every day we are working to tackle the mental health crisis in America, and in order to do that well, we need diverse voices, experiences, and perspectives at the table. As an equal opportunity employer, we prohibit any unlawful discrimination against a job applicant on the basis of their race, color, religion, gender, gender identity, gender expression, sexual orientation, national origin, family or parental status, disability, age, veteran status, or any other status protected by the laws or regulations in the locations where we operate. We respect the laws enforced by the EEOC and are dedicated to going above and beyond in fostering diversity across our workplace. 

*Applicants with disabilities may be entitled to reasonable accommodation under the terms of the Americans with Disabilities Act and certain state or local laws. A reasonable accommodation is a change in the way things are typically done which will ensure an equal employment opportunity without imposing undue hardship on NeuroFlow. Please inform our Talent team if you need any assistance completing any forms or to otherwise participate in the application process.

As a HIPAA compliant organization

All team members shall:

1. Act in accordance with NeuroFlow’s Information Security Policies.
2. Protect organizational assets from unauthorized access, disclosure, modification, destruction or interference.
3. Report security events or other risks to the organization
4. Execute organizational security processes or activities
5. Perform security responsibilities that defined and communicated for their role
6. Be responsible for their actions regarding the security of organization