Executive Operations Administrator

Executive Operations Administrator Job Type: Full Time Location: Hybrid (Dallas, TX Office & Remote) Reports to: Director, People & Culture Perimeter Medical Imaging AI is a pioneering medical technology company driven to transform cancer surgery with advanced imaging tools that address unmet medical needs. Cancer is a global challenge, and our goal is to improve patient outcomes and lower health care costs. With headquarters in Toronto, Canada and U.S. headquarters in Dallas, Texas, Perimeter technology delivers ultra-high-resolution imaging to help surgeons as they work to reduce re-excisions, adding real-time clarity on margin status in the operating room. As our Executive Operations Administrator, you will be the organizational glue that keeps our company moving forward. In this dynamic, highly visible role, you will wear three essential hats: providing strategic administrative support to our leadership team, managing the day-to-day operations of our Dallas workspace to ensure a productive environment, and supporting the People & Culture team.  We are looking for a proactive problem-solver with exceptional emotional intelligence, a passion for building great company culture, and the ability to seamlessly pivot from planning an executive offsite to onboarding our newest hire. If you are a master of prioritization who thrives in a fast-paced environment where no two days are the same, we want you on our team. Key Responsibilities Executive Team Support Provide calendar support for the CEO and other C level executives  when requested; proactively flag conflicts and surface scheduling priorities based on business objectives. Support ad hoc travel logistics as needed; primary travel arrangements are managed independently by executives. Serve as a cross-functional connector across departments, routing inquiries, tracking open items, and ensuring requests reach the right owner without creating bottlenecks. Draft, edit, and format executive communications, presentations, and meeting agendas, send out meeting minutes and own follow ups. Support board of directors and board committee meetings with scheduling, agenda, presentations  and keeping the corporate record book. Organize and lead  leadership meetings by developing and driving the meeting agendas,   capturing  accurate minutes and track action items to completion. Support C-level communications, including messaging and deliverables such as slide decks, emails, and other communication across various channels Human Resources Administration Support People & Culture Director, and hiring managers with all administrative aspects of the employee onboarding process flow including: managing end-to-end interview logistics for active roles including multi-stage scheduling, candidate communication, and ATS maintenance Coordinate pre-employment requirements for new hires including background checks, reference checks, and credentialing documentation Support the offboarding process including exit interview scheduling, coordination with IT to ensure timely deactivation of all system access, and assist managers with coordinating knowledge transfer process Maintain accurate and highly confidential employee files, including, but not limited to updating the HRIS system, benefits administration, and employee documents as needed. Administer the company's Ramp expense management platform, including corporate card management, expense coding and categorization, monthly spend reporting by department and individual, new user onboarding, and audit support for Finance Maintain and update the company organizational chart on a recurring basis, reflecting all structural changes including new hires, departures, role changes, and reporting line updates; support the HR Director with people-related data analytics including headcount reporting, attrition tracking, tenure analysis, and compensation summaries to inform leadership and board-level business decisions. Assist with the preparation of HR correspondence and people-related documentation: including offer letters, employment verification, and compensation letters; maintain and update a standardized template library to ensure consistency and document control across all HR communication Office Management Serve as the primary on-site operations lead for the Dallas office, with ownership of workspace functionality, vendor relationships, and office project delivery Oversee daily office operations to ensure a safe, welcoming, and highly functional workspace for all employees and visitors. Manage relationships with building management, cleaning staff, IT support, and other facility vendors. Monitor and procure office supplies, kitchen inventory, and hardware within the established monthly budget. Support company culture initiatives by coordinating logistics for team offsites and events; own venue research, vendor management, and budget tracking. Act as a backup to logistics team to assist with incoming and outgoing shipments, courier relationships, and office visitor logistics. G& A Manage and maintain corporate records and files Assist CFO with legal contract development, routing and record keeping Prepare monthly operation reports for Executive team review Manage investor lists, communications and outreach Skills & Qualifications Minimum 5 years of experience in business operations, office management, or a hybrid operations/HR role; experience in a startup or high-growth company preferred Bachelor’s degree, associate’s degree, or post-secondary education in business administration or related areas, or a combination of education and experience. Tech savvy and proficient in MS Office, Google Suite, AI tools (Gemini, Claude), BambooHR, TriNet, and expense management systems (Ramp); experience with DocuSign and HubSpot is a strong asset. Strong verbal and written communication skills, and exceptional interpersonal skills. Experienced and confident communicating with the Board of Directors, shareholders, investors, customers, and employees throughout the organization. Handles situations with a high degree of discretion and confidentiality. High attention to detail, effective follow-through, and good problem-solving abilities. Workstyle Ability to manage time effectively across multiple time zones and countries (United States & Canada) Aptitude to work under pressure in a fast-paced environment; demonstrated ability to juggle competing demands and changing priorities, while meeting tight deadlines. Capacity to exercise sound judgment, discretion, and preserve confidentiality. Known for honesty, integrity, and a strong desire to succeed. Self-directed operator: takes initiative without being asked, identifies problems before they escalate, and brings solutions rather than just flagging issues. Adept at effectively interacting and working with a remote leadership team. Working Conditions Travel required within the United States and Canada (<10%). Ability to lift up to 30 pounds. Perimeter Medical AI is committed to your success and providing opportunities for career and professional advancement. We maintain a fun and outgoing, yet professional environment that truly values our employees. As part of our commitment to inclusivity, diversity, equity and accessibility, our goal is a workforce built on respect that reflects the communities we serve. We thank all applicants for their interest in Perimeter Medical AI but only those selected for an interview will be contacted.