Marketing Operations Associate

About Subsense

Subsense is a deep-tech company developing the world’s first non-surgical, bidirectional brain-computer interface powered by plasmonic and magnetoelectric nanoparticles. Our mission is to unlock direct communication between the human brain and AI - starting with medical applications such as stroke recovery and moving toward cognitive enhancement for healthy users. Headquartered in Palo Alto, Subsense brings together leading scientists and engineers to redefine the future of human–machine interaction.

About Subsense

Subsense is building an AI-native NanoBCI: a non-surgical brain-computer interface that uses nanoparticles instead of implants. We are about 40 scientists and engineers across two Bay Area labs, starting with medical applications such as Parkinson's and ALS. Our marketing team runs conferences, PR, investor materials, events and our social presence, and the pace is high.

The role

You are the person who makes sure nothing falls through the cracks. In a typical month our marketing team tracks 10 or more conference deadlines, a weekly PR agency cycle, several vendors, lab visits, filming days and investor requests, all at once.

You will own the system that holds all of it: one source of truth for deadlines, owners and status. You will close loops before anyone has to ask. This is a contract-to-hire position based on performance.

What You'll Do

• Deadline and task system: run our marketing task board and calendar, track every deadline, send reminders a week and a day ahead, flag risks early
• Conferences: research and shortlist conferences, prepare and submit applications, abstracts and speaker nominations, handle registration, travel and sponsor paperwork (SfN, NYBCI, IEEE Brain, BCI Society, Milken and more)
• PR agency management: join the weekly call with PR agency, track action items, check delivered work against the agreed scope, keep invoices on time
• Scheduling: book meetings across internal teams, speakers, partners and vendors; prepare agendas and send follow-ups
• Vendors and paperwork: route NDAs and contracts, collect quotes, track invoices and expenses, keep files organized in the shared drive
• Events and visits: logistics for lab tours, filming days, panels and our annual Forum (speaker travel, catering, venue, RSVPs, thank-you notes, photo delivery)
• Reporting: keep a weekly status update for Alex

You might be a fit if you

• Love closing tasks and feel calm when a list is long
• Have 1 to 3 years in operations, events, executive assistance, or agency coordination
• Prioritize well: you can tell what matters today versus what can wait, and you explain why
• Communicate clearly, directly, and think outside the box to find solutions
• Live in Notion, , Asana or similar, plus Google Workspace, Slack and calendars
• Use AI tools actively to work faster and smarter (summaries, drafts, research) and still check the details
• Live in the Bay Area and can be on-site most days

Nice to have

• Experience in biotech, medtech, deep tech or a startup
• Conference or trade show logistics
• Event planning or PR agency background

How to apply

Send your resume and a short note on the most complex thing you have kept organized. Shortlisted candidates complete three short test tasks and present them in a Loom before the first interview.