Executive Assistant & Office Coordinator

Executive Assistant & Office Coordinator

New Lantern, Inc. | San Francisco, CA | Full-Time | Onsite (Monday–Friday)

About New Lantern

New Lantern, Inc. is a cloud-based software-as-a-service (SaaS) platform for radiology practices that provides medical image viewing (PACS), workflow management, AI-assisted report generation, and EHR integration.

We are replacing a stack of legacy tools that radiologists have tolerated for decades with a modern AI-powered software stack. New Lantern improves how radiologists work and improves patient care by making radiology workflows faster and more efficient.

About the Role

New Lantern is seeking a highly organized, proactive, and detail-oriented Executive Assistant & Office Coordinator to manage day-to-day office operations at our San Francisco office while providing executive and administrative support to company leadership.

This role is ideal for someone who enjoys working in a fast-paced startup environment, takes initiative, and likes building processes from the ground up. You'll own how our office runs, support employee onboarding and team events, and partner with leadership on scheduling, travel, and operational projects as the company grows.

The ideal candidate is resourceful, adaptable, and comfortable managing multiple priorities while anticipating the needs of a growing organization.

Responsibilities

Office Management & Operations

• Oversee daily office operations to maintain an organized, efficient, and welcoming workplace.
• Manage office supplies, equipment orders, inventory, and vendor relationships.
• Coordinate office maintenance, facilities requests, and operational needs.
• Support employee onboarding, including workspace preparation and equipment coordination.
• Organize team lunches, company events, meetings, and employee engagement activities.
• Identify opportunities to improve office processes and administrative workflows.

Executive & Administrative Support

• Manage executive calendars, coordinate meetings, and provide scheduling support to leadership.
• Arrange domestic business travel, including flights, accommodations, ground transportation, and detailed itineraries.
• Manage travel reservations, scheduling changes, and expense reporting.
• Prepare meeting materials and assist with administrative projects.
• Serve as a point of contact for scheduling, communications, and administrative coordination.
• Handle sensitive and confidential information with professionalism and discretion.
• Anticipate leadership needs, manage competing priorities, and ensure timely follow-through.

Team & Cross-Functional Support

• Partner with leadership and internal teams to coordinate company initiatives and operational projects.
• Support recruiting coordination, including candidate interview scheduling and onsite interview preparation.
• Assist with internal communications and company-wide scheduling.
• Provide general administrative support across departments as needed.
• Help foster a positive, collaborative, and well-organized workplace culture.

Required Qualifications

• 2+ years of experience in office coordination, executive assistance, operations, administrative support, or a related role.
• Experience managing executive calendars, coordinating meetings, arranging travel, and handling administrative logistics.
• Strong organizational and time-management skills with the ability to manage multiple priorities.
• Proficiency with Google Workspace, including Gmail, Calendar, Docs, and Sheets.
• Excellent written and verbal communication skills.
• Strong attention to detail, problem-solving abilities, and follow-through.
• Ability to handle confidential and sensitive information with discretion.
• Demonstrated ability to work independently, anticipate needs, and take initiative.
• Adaptability and comfort working in a fast-paced, evolving startup environment.
• Ability to work onsite in San Francisco, Monday through Friday.

Preferred Qualifications

• Previous experience directly supporting executives or senior leadership.
• Experience working at an early-stage startup or rapidly growing technology company.
• Experience managing office operations, facilities, or vendor relationships.
• Familiarity with expense management and administrative systems.
• Experience supporting employee onboarding, team events, or People Operations activities.

What Success Looks Like

• Daily office operations run smoothly with minimal disruption.
• Leadership calendars, meetings, and travel arrangements are managed efficiently.
• Employees, candidates, and visitors experience a welcoming and organized workplace.
• Administrative requests are handled accurately, proactively, and on time.
• Office processes and operational workflows improve as the company grows.

Position Details

• Location: San Francisco, CA
• Employment Type: Full-Time, Exempt
• Schedule: Monday–Friday
• Work Arrangement: 100% Onsite

Equal Employment Opportunity

New Lantern is committed to providing equal employment opportunities to all applicants and employees. Employment decisions are made without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, disability, veteran status, or any other characteristic protected by applicable law.