Office Manager / Executive Assistant

ABOUT NABLA

We are a team of entrepreneurs, clinicians and engineers committed to bringing back joy to the practice of medicine.

Together with a community of clinician innovators, we’ve harnessed the best of machine learning science to develop Nabla: the leading AI assistant that’s restoring the human connection at the heart of healthcare. By streamlining clinical documentation, Nabla is helping clinicians focus on what matters most - patient care. Today, over 100,000+ clinicians across 130+ healthcare organizations trust Nabla to support how they deliver care every day.

We’re at the start of an ambitious journey: Ambient listening, dictation, coding, and command capabilities are all converging into a proactive assistant that intuitively streamlines clinical and financial workflows.

Backed by a recent $70M Series C, we’re hiring to build the next generation of clinical AI and improve the lives of clinicians and patients everywhere.

This is a great time to join us!

THE ROLE

We're looking for a proactive, detail-oriented Office Manager / Executive Assistant to keep our New York office running smoothly and provide high-quality support to our leadership team. This is a part-time role (25–30 hours per week) that sits within the People team and is ideal for someone who thrives in a fast-paced startup environment, takes ownership, and finds satisfaction in making everyone around them more effective.

RESPONSIBILITIES:

Office & Facilities Management

• Serve as the primary point of contact for all office operations in NYC, ensuring a welcoming and well-organized environment.

• Collaborate closely with the Global Office Manager in Paris to ensure smooth local operations and compliance

• Manage vendor relationships (WeWork,catering) and handle supply ordering and inventory.

• Own the onboarding and offboarding process for office access, equipment setup, and desk assignments.

• Coordinate office-wide events, team lunches, offsites, and ad hoc celebrations.

Executive Support

• Provide calendar management and scheduling support for the CEO and COO, including coordinating across time zones.

• Support planning and execution of all-hands meetings, team offsites, and culture programs.

• Book travel (flights, hotels, ground transportation) and prepare detailed itineraries.

• Handle expense reporting and reconciliation on behalf of supported executives.

• Act as a reliable point of contact for internal and external stakeholders.

People Team Support

• Partner with the Head of People on special projects, research, and operational initiatives.

• Help coordinate new hire onboarding logistics (welcome kits, desk setup, Day 1 schedules).

QUALIFICATIONS:

• 3+ years of experience in an office management, executive assistant, or operations role — ideally in a startup or high-growth environment.

• Exceptional organizational skills and the ability to manage multiple priorities simultaneously without dropping the ball.

• Strong written and verbal communication skills; you're comfortable interfacing with everyone from new hires to the C-suite.

• Proactive and solutions-oriented — you identify problems and fix them without being asked.

• Discretion and sound judgment when handling confidential information.

• You are AI fluent with proficiency with Google Workspace (Gmail, Calendar, Docs, Sheets); familiarity with tools like Notion, Slack, and expense platforms is a plus.

• Located in or able to commute to our NYC office.

LIFE AT NABLA

When you become a part of our company, you join a team of excellence-driven, curious, and genuinely kind individuals. Together, we're committed to making clinicians' lives easier and improving healthcare experiences for everyone. We believe in a world where clinicians can focus on what they were trained to do - caring for their patients, and where no patient feels their visit was rushed.

We come to work excited to leverage AI to do more for clinicians. We’re obsessed with our users’ satisfaction and we actively seek out opportunities to engage one-on-one with clinicians to understand how Nabla can better help. We consistently look for ways to improve and do not shy away from doing the work to excel. Whether it’s a feature our users asked for, or a new article for our blog, we prioritize collaboration to deliver exceptional outcomes.

We love having fun as much as we love work. Our #nablabla channel is as active as our #feature-show-off channel, we exercise during the work day at least 3 times a week (yoga, running, pilates, or HIIT, your choice!), enjoy regular off-sites to gather the team, and travel to see each other in places like NY, Paris, San Francisco, and many other vibrant cities. Oh, and we’re constantly snacking on chocolate or nuts!

If this sounds like an environment you’ll thrive in, we look forward to reading your application!

OUR VALUES AT NABLA

Joining Nabla means being part of a team that shares a commitment to excellence, humility, growth, and inclusion.

Every day is a new chance to excel

We aim for nothing less than the best and are willing to put in the effort and dedication required to exceed standards. We learn from yesterday’s failures and do better every day.

Stay humble

There’s no place for ego in our team. Our collective success is more important than individual achievements. We see humility as wisdom — keeping focus on the bigger picture.

Feedback is a gift

We embrace feedback and foster a culture of trust and respect that helps everyone grow. We communicate openly about both achievements and challenges, and we actively involve each other in finding solutions.

Committed to diversity

We recognize the ongoing challenge of diversity in tech. Our responsibility starts with fostering an inclusive environment where everyone feels empowered to be their authentic selves and do their best work.

DIVERSITY & INCLUSION

Diversity and inclusivity are fundamental values at Nabla. We embrace individuals from various backgrounds, including race, gender, educational history, sexual orientation, and beyond.

As an equal opportunity employer, we actively seek out and welcome applicants from diverse backgrounds, believing that a wide range of perspectives enriches our team and enhances our ability to innovate and thrive.

AVOID RECRUITMENT SCAMS: STAY SAFE AND INFORMED

There is an active employment scam which is now using Nabla to collect personal information or financial scams. If you’re contacted by a Nabla recruiter, please ensure whomever is contacting you truly represents Nabla and is utilizing a nabla.com http://nabla.com email address. We will never ask for the exchange of any money or credit card details during the recruitment process. Nabla utilizes a hiring platform for all applications; please be aware of any suspicious email activity from people who could be pretending to be recruiters or senior professionals at Nabla. You can find more information following this link https://consumer.ftc.gov/consumer-alerts/2023/05/scammers-are-hijacking-job-ads-heres-how-spot-fakes.

Nabla does not accept unsolicited CVs from recruiters or employment agencies in response to the Nabla Careers page or a Nabla social media post. Any unsolicited CVs, including those submitted directly to hiring managers, are deemed to be the property of Nabla.