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.

POSITION SUMMARY
The Executive Assistant partners with our CEO and supports Kardion’s Executive Leadership Team as we prepare for FDA approval and U.S. launch of our heart pump system. You will own board meeting preparation with the CEO, run the leadership team’s operating rhythm, lead office and event projects, and manage the CEO’s time and priorities so our leaders can stay focused on the business. This role suits a seasoned professional who works independently under general direction from the CEO, makes sound decisions on competing priorities, and takes pride in clear, professional work.

RESPONSIBILITIES

Board and CEO Priorities

• Partner with the CEO to own board meeting preparation from start to finish: set the timeline, determine the materials needed, hold presenters to deadlines, review content for quality and consistency, and build the final board deck.
• Manage the CEO’s calendar and inbox with delegated authority: decide which meetings to accept, decline, or reschedule based on business priorities, respond on the CEO’s behalf, and determine what needs his attention.
• Represent the CEO with board members, investors, and partners on scheduling, follow-ups, and information requests.

Executive Leadership Team Operations

• Own the executive team’s operating rhythm, including weekly meetings, monthly reviews, and quarterly planning: set agendas, decide which topics and pre-reads move forward, track decisions, and drive action items to completion.
• Serve as the executive team’s point of contact for scheduling across U.S. and German time zones, including early-morning calls with our Stuttgart team, and resolve competing requests based on business priorities.
• Track cross-functional projects for the CEO and executive team, flag risks early, and keep owners on schedule.

Office, Events, and Special Projects

• Lead key workstreams for our upcoming Irvine office move, including furniture and vendor selection, budget management, and move coordination.
• Own ongoing Irvine office operations and vendor relationships.
• Plan all-hands meetings, offsites, and leadership dinners from start to finish, including venue and vendor selection, budgets, invitations, and day-of logistics.
• Build executive presentations, turning rough notes and data into clear, polished PowerPoint slides.

Administrative Support

• Arrange domestic and international travel for the CEO and executive team, and process expenses accurately and on time.
• Route documents for signature for Kardion, Inc. and Kardion GmbH with Finance and Legal.
• Schedule investor, partner, and visitor meetings, and coordinate guest visits to the Irvine office.
• Handle sensitive and confidential information with discretion.
• Other duties as assigned.

QUALIFICATIONS
Required

• 10+ years of executive assistant experience, including supporting a CEO or other C-suite executive and supporting several executives at once.
• Experience owning board meeting preparation.
• Advanced PowerPoint skills and a strong eye for clear, well-designed slides.
• Excellent calendar management and prioritization skills, including across time zones.
• Sound judgment about what to handle and what to escalate, and comfort pushing back politely on senior leaders.
• Experience planning meetings and events from start to finish, including venues, vendors, and budgets.
• Strong project management skills; able to track many moving pieces and follow through.
• Clear, professional written communication.
• Proven discretion with confidential information.
• Advanced Microsoft 365 skills (Outlook, Teams, 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.
• German language skills or experience working with European teams.

ENVIRONMENT

• Office: On-site in Irvine, CA.
• Hours: This is an exempt role. Expect occasional early-morning calls with Germany and after-hours needs.
• Travel: Occasional, including Stuttgart, Germany when needed.

PHYSICAL AND LANGUAGE REQUIREMENTS
Physical abilities: This role works primarily in an office setting. While performing the duties of this job, the employee regularly sits or stands for extended periods, moves around the office, and communicates with others in person, by phone, and by video. The employee regularly lifts and carries up to 10 pounds and occasionally up to 20 pounds, such as event and meeting materials. Duties involve daily computer and keyboard use and reading information on a screen. These demands are representative of those needed to perform the essential functions of the job. Reasonable accommodations will be made to enable individuals with disabilities to perform the essential functions.

Language abilities: Excellent verbal and written communication skills in English, with the ability to communicate clearly and professionally with colleagues in the U.S. and Germany.

COMPENSATION AND BENEFITS
The base salary range for this role is $125,000-$145,000. Final pay depends on job-related skills and experience. This role is eligible for an annual incentive bonus and Kardion’s benefits package, and may be eligible for equity.

EQUAL OPPORTUNITY
Kardion is an equal opportunity employer. We consider all qualified applicants without regard to race, color, religion, sex, pregnancy, sexual orientation, gender identity or expression, national origin, ancestry, age, disability, medical condition, genetic information, marital status, veteran status, or any other characteristic protected by law. Kardion will consider qualified applicants with arrest and conviction records in accordance with the California Fair Chance Act.