Executive Assistant To CEO

Reports to: President & CEO

Location: Irvine, CA

Type: Full-time, non-exempt

About Kardion Kardion is a cardiovascular medical device company developing next-generation mechanical circulatory support technology, with dual headquarters in Irvine, California and Stuttgart, Germany. Every moment matters. Our team is building toward a future where circulatory support gives patients and clinicians more time, more options, and more certainty.

Summary The Executive Assistant to the CEO supports our CEO as Kardion moves toward FDA approval and commercial launch of our heart pump system. You will manage their calendar, travel, meetings, and communications across our Irvine and Stuttgart teams, and keep their priorities and commitments on track. You will work closely with the executive team and the Board. This role suits someone who plans ahead, manages many priorities at once, and follows through.

What You Will Do Calendar and Priorities

• Manage a complex, fast-changing calendar across US and German time zones, including early-morning meetings with our Stuttgart team.
• Prioritize meeting requests and protect time for the CEO’s most important work.
• Spot scheduling conflicts early and resolve them.
• Prepare agendas and materials ahead of key meetings.

Board and Executive Meetings

• Coordinate Board and committee meetings: scheduling, logistics, materials, and follow-up on action items, with Finance and outside counsel.
• Set materials deadlines so the executive team reviews Board content before it is distributed to the Board.
• Organize executive team meetings and offsites, including agendas, notes, and action items.
• Schedule investor and partner meetings and coordinate NDAs as needed.
• Track the CEO’s open action items and follow up with owners.

Communications

• Manage the CEO’s inbox; handle routine requests directly and flag urgent items.
• Draft and edit CEO correspondence, memos, and updates.
• Prepare, proofread, and format executive and Board presentations.
• Maintain the CEO’s contacts and records.
• Exercise sound judgment and discretion with sensitive and confidential information.

Travel and Logistics

• Plan domestic and international travel, including regular trips to Stuttgart.
• Adjust quickly when plans change.
• Process the CEO’s expenses, invoices, and reimbursements accurately and on time.
• Coordinate visitor logistics for partners, advisors, and other guests.
• Route documents for signature for Kardion, Inc. and Kardion GmbH with Finance and Legal.

Office and Company Support

• Support planning for our move to a larger Irvine office and lab space, and act as interim office coordinator until a dedicated role is hired.
• Plan all-hands meetings and company events across Irvine and Stuttgart with People & Culture.
• Provide occasional support to other executive team members.
• Take on special projects for the CEO.

Qualifications Required

• 7+ years of executive assistant experience, including supporting a CEO or C-suite executive.
• Experience coordinating Board meetings and materials.
• Excellent calendar, travel, and prioritization skills, including across international time zones.
• Strong writing skills; able to draft correspondence with little direction.
• Proven discretion with confidential information.
• Advanced Microsoft 365 skills (Outlook, Teams, PowerPoint, Word, Excel); experience with DocuSign and expense tools.
• Comfortable in a fast-paced startup with changing priorities.
• Bachelor’s degree preferred, or equivalent experience.

Preferred

• Medical device, life sciences, or healthcare experience.
• Venture or private equity-backed company experience.
• Experience with an office opening or move.
• German language skills or experience working with European teams.

Environment

• Office: Irvine, CA, onsite.
• Hours: Flexibility for occasional early-morning meetings with Germany and after-hours needs.
• Travel: Occasional, for offsites, Board meetings, and Stuttgart when needed.

Additional Information

Physical abilities: While performing the duties of this job, the employee is regularly required to sit, stand, walk, talk, and hear for up to 8 hours per day. The employee regularly lifts and carries up to 10 pounds and occasionally up to 20 pounds. Duties involve daily keyboard and computer use and require close vision. These demands are representative of those nee…