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Scheduling & Events Coordinator

NeuroFlow

Philadelphia, PA

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JOB DETAILS
SKILLS
Behavioral Health, Budget Management, Budgeting, Business Administration, Calendar Management, Communication Skills, Conferences, Contract Negotiation, Cost Control, Cross-Functional, Ecosystems, Employment Law, Establish Priorities, Event Management, Event Strategy Development, Executive Assistant Skills , Finance, Google Apps, Healthcare, Healthcare Software, Information/Data Security (InfoSec), Leadership, Logistics, Mail Processing, Management Strategy, Marketing, Negotiation Skills, Office Management, Onboarding, Operations Management, Organizational Skills, Presentation/Verbal Skills, Psychiatry and Mental Health, Public/Media/Press/Analyst Relations, Quality Metrics, Relationship Management, Risk, Security Attacks, Slack, Time Management, Vendor/Supplier Relations, Writing Skills
LOCATION
Philadelphia, PA
POSTED
Today
Who We Are

NeuroFlow CEO and West Point graduate Christopher Molaro served in the army for five years, including a tour in Iraq as a platoon leader. Coming back home, he experienced firsthand the gaps in the behavioral health system and how veterans and civilians alike face too many barriers when it comes to receiving appropriate, timely care.

While pursuing his MBA at Wharton, Chris met his future co-founder Adam Pardes, and the two agreed - even the most engaging digital mental health apps in the world wouldn't truly change the problem; only a solution that systematically integrated behavioral health into the full healthcare ecosystem could create meaningful change. And so they created NeuroFlow.

What We Do:

We pride ourselves on partnering with healthcare leaders to assist in driving better outcomes, lowering total cost of care, and making behavioral health risk more predictable and transparent. NeuroFlow exists to make sure no one who needs behavioral health support falls through the cracks.

We build more than just engaging digital health tools for self-care: we create platforms that identify population behavioral health risk early, engage individuals with acuity-specific resources, and enable care teams to make smarter and more efficient decisions. Together, NeuroFlow's solutions arm healthcare organizations with the insights they need to overcome the systemic challenges in today's healthcare ecosystem.

How We Do It:

The award-winning culture at NeuroFlow is one built around encouragement and daring to be great. Our core values have been displayed in our office since day one, and each team member is responsible for carrying out these values and keeping each other accountable to them. We succeed through our flexibility and agility, navigating and transforming an industry ripe for change where "no" or "can't" is too often the default. NeuroFlow offers unique opportunities to work in a fun and challenging fast-paced environment with direct, meaningful impact on helping to close the divide between mental and physical health.

Role Overview

NeuroFlow is looking for a Scheduling & Events Coordinator (Level 4) to serve as a senior operational partner to the CEO and leadership team. At this level, you bring seasoned judgment, proactive stakeholder management, and event strategy ownership - not just execution. You're the person who sees the gap before anyone else does and closes it without being asked.

Core Responsibilities

Executive Calendar & Scheduling Strategy

  • Serve as the primary owner of the CEO's calendar with full independence making prioritization decisions, managing competing demands, and setting scheduling norms across the organization
  • Anticipate needs weeks in advance; bring context and judgment, not just logistics
  • Prepare briefing materials, context docs, and agendas ahead of key meetings; capture and track action items afterward
  • Manage complex multi-stakeholder scheduling involving board members, investors, clients, and senior external partners
  • Draft and send external-facing communications on behalf of the CEO with minimal supervision
Event Strategy & Execution
  • Own the company's event calendar strategy: board offsites, all-hands, client dinners, team-building, external conferences, and cultural events
  • Lead cross-functional coordination with Marketing, People Ops, and Finance on company-wide events
  • Develop and manage event budgets; negotiate vendor contracts and hold partners accountable to cost and quality standards
  • Build repeatable event playbooks and run post-event retrospectives to improve execution over time
  • Represent NeuroFlow professionally with external vendors, venues, and partners
Office & Operations Management
  • Own the office environment: supply inventory, vendor relationships, building liaison, equipment tracking
  • Develop and maintain a detailed, evolving office management playbook
  • Coordinate onboarding/offboarding logistics with the IT team
  • Ensure consistent office standards and a professional environment for visitors and staff
  • Greet and welcome visitors; maintain a professional and organized office environment
  • Support ad hoc administrative requests as needed
  • Manage the dishwasher and organization of the kitchen.
  • Coordinate office maintenance tasks and manage repairs as required.
  • Handle incoming and outgoing mail and packages efficiently.
  • Manage and restock office snacks to ensure availability for employees.
  • Complete daily morning and afternoon tasks to keep the office tidy.
Stakeholder & Communications Support
  • Draft correspondence, talking points, or light presentation content for the CEO as needed
  • Manage ongoing relationships with recurring external contacts (board, investors, select clients)
  • Track open action items across leadership and close loops proactively on the CEO's behalf
What We're Looking For
  • 6+ years of experience as an Executive Assistant or Senior Coordinator, with direct C-suite support experience
  • Operates with full independence and strong judgment in ambiguous, fast-moving situations
  • Excellent written communication skills, able to draft professional external correspondence without supervision
  • Experience owning events from concept through execution, including budget ownership and vendor negotiation
  • Systems thinker who builds processes and playbooks, not just completes tasks
  • Comfortable managing up and across, able to influence without authority
  • Proficiency with Gmail, Google Calendar, Zoom, Slack; Notion or similar a plus
  • Philadelphia-based; able to be in office 3-4 days per week


Company Benefits:

*Applicable for full time employees

Flexible work schedule, unlimited PTO, physical and mental wellness benefits, medical coverage, parental leave, 401K, company-sponsored events, referral program, onsite gym, dog friendly office, snacks in the office, commuter benefits, onsite massages.

What We Believe:

NeuroFlow prohibits unlawful discrimination against any applicant or employee on the basis of race, color, religion, gender, gender identity, gender expression, sexual orientation, national origin, family or parental status, disability, age, veteran status, or any other status protected by applicable law. All employment decisions are based on qualifications, merit, and business need.

*Applicants with disabilities may be entitled to reasonable accommodation under the terms of the Americans with Disabilities Act and certain state or local laws. A reasonable accommodation is a change in the way things are typically done which will ensure an equal employment opportunity without imposing undue hardship on NeuroFlow. Please inform our Talent team if you need any assistance completing any forms or to otherwise participate in the application process.

As a HIPAA compliant organization

All team members shall:

  1. Act in accordance with NeuroFlow's Information Security Policies.
  2. Protect organizational assets from unauthorized access, disclosure, modification, destruction or interference.
  3. Report security events or other risks to the organization
  4. Execute organizational security processes or activities
  5. Perform security responsibilities that defined and communicated for their role
  6. Be responsible for their actions regarding the security of organization

About the Company

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NeuroFlow

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