Office Manager / Executive Assistant (Madison, WI)

Hi! I'm Matt, the Chief Financial Officer for EnsoData. We are seeking an organized, proactive and tech-savvy Office Manager who will support the daily operations of our Software as a Medical Device (SaMD) company and provide high-level executive assistance.

We are looking for someone to work on-site at our office in downtown Madison 2-3 days per week as a regular schedule with additional on-site days pending business needs (e.g. on-site training, meetings and our annual conference).

This hybrid position in Madison, WI offers a competitive salary of $70,000 to $80,000 along with bonus program, stock options and generous benefits, including paid time off.

About EnsoData

EnsoData strives to make healthcare more accurate, efficient, and affordable through waveform artificial intelligence (AI) technology. Using AI and machine learning, our software analyzes billions of data points collected from sensors placed throughout the human body. Our first solution, EnsoSleep, reduces the time clinicians spend analyzing, scoring and managing sleep studies. This results in a simplified and accelerated patient testing, diagnosis, and treatment workflow. Our AI-powered technology has the capability of informing health decisions beyond sleep medicine, from monitoring patient health in the ICU or through wearables, to detecting and capturing seizure data, to providing earlier detection of heart disease, diabetes, stroke, and Alzheimer’s.

Here is a little about what we are doing in the world of sleep medicine...

EnsoSleep - FDA-Cleared PSG and HSAT Scoring and Study Management

EnsoSleep PPG - FDA-Cleared, AI-Powered Sleep Diagnosis Using Pulse Oximeters

**Here is a link to learn a little about our Celeste app!

Key Responsibilities

Office Management & Logistics:

• Manage all aspects of our Madison office, including vendor relationships, supply procurement, and maintaining a professional and welcoming environment for team members and guests.
• Serve as the primary point of contact for office-related inquiries and management.
• Serve as on-site coordinator for departmental or cross-functional events held at the office and/or in Madison.
• Handle incoming and outgoing mail and shipments.

Finance & Administrative Support:

• Assist the finance team with accounts receivable tasks, primarily focused on customer collections and follow-up communications.
• Provide general administrative support across the organization as needed.

Investor & Board Relations:

• Coordinate the scheduling and logistics for all Board of Directors meetings.
• Assist in preparing and distributing communications to our investors, ensuring timely and professional correspondence.
• Maintain and organize critical company documents related to board and investor activities.

Executive Assistance:

• Manage inbox/communications for executive team members, as needed.
• Provide high-level administrative support to the executive team, including managing complex calendars, scheduling meetings, and coordinating travel arrangements.
• Prepare agendas, take notes, and track action items for key leadership meetings as requested.

Team Member Engagement & Culture:

• Plan, coordinate, and execute company-wide team member engagement activities, both virtual and in-person.
• Lead the logistical planning and execution of our annual Team Summit and coordinate/support other on-site meetings throughout the year.
• Support a hybrid work environment including several remote team members.
  

Travel expectation: less than 10%

Requirements

Education

Bachelor’s degree in Business Administration, Operations Management, or related field.

Experience

3+ years of relevant experience in an office management, executive assistant, or operations role; experience working in a fast-paced, venture-backed software or tech company is highly preferred.

Skills & Competencies

• Exceptional organizational skills and impeccable attention to detail.
• Demonstrated ability to handle confidential information with discretion and professionalism.
• Proven ability to manage multiple priorities and projects simultaneously while meeting deadlines.
• Excellent written and verbal skills; able to communicate ideas persuasively across audiences.
• High level of proficiency with Google Workspace (Gmail,