Operations Coordinator

Ascertain is building AI agents to automate the administrative work that burdens care teams. We are in major health systems and large specialty groups, saving hundreds of staff hours every week.

Our backers include Northwell Health, New York’s largest health system, and Deerfield Management, a leading healthcare investment firm.

Together, we’re on a mission to restore time, trust, and focus to the people who keep healthcare running. Our work is urgent — not because of startup timelines, but because our customers rely on us to drive financial resilience and operational clarity in a system under strain.

We are seeking a highly organized, proactive Operations Coordinator to support our Executive Team. This role focuses on calendar management, meeting coordination, executive intake management, and cross-functional follow-through ensuring leadership time is protected and priorities move forward smoothly.

This role is ideal for a self-starter who thrives on coordination, clear communication, and ensuring details don’t slip through the cracks. The right candidate works well autonomously, takes strong ownership of outcomes, proactively looks for ways to contribute, and quickly learns new systems and processes.

This is a US-based role only.

• Own coordination of executive priorities and team operations, including managing calendars, aligning meetings with strategic priorities, and ensuring leaders are prepared with the context, materials, and decisions needed to move work forward.

• Drive meeting effectiveness across the organization by preparing agendas, gathering pre-reads, documenting decisions and action items, and ensuring clear follow-through and accountability across teams.

• Support cross-functional project coordination between teams such as Marketing and Commercial by tracking deliverables, maintaining timelines, and proactively identifying gaps, risks, or dependencies that could impact progress.

• Maintain and improve operational systems and workflows (e.g., ClickUp and other internal tools) to ensure tasks, documentation, and decisions are organized, visible, and easy for teams to execute against.

• Act as a proactive operational partner to leadership, identifying opportunities to take work off others’ plates, improving processes, and stepping in to support new initiatives as priorities evolve.

• 3–5+ years of experience in an operations, coordination, executive support, or project support role, ideally in a fast-paced or startup environment.

• Proven ability to manage complex calendars, priorities, and competing deadlines across multiple stakeholders.

• Strong organizational skills with a track record of keeping projects, meetings, and follow-ups on track across teams.

• Excellent written and verbal communication skills, with experience coordinating across internal teams and external partners.

• Experience working with collaboration and productivity tools such as Google Calendar, Zoom, ClickUp, or similar project management systems.

• Ability to work autonomously, take ownership of tasks, and proactively identify where support or coordination is needed.

• High attention to detail and demonstrated ability to handle sensitive or confidential information with discretion.

Why Ascertain? Make a real difference: Your work will directly impact healthcare organizations and improve patient care. Join Ascertain in transforming healthcare with AI!