Senior Executive Assistant

We’re searching for an experienced assistant to execute on day-to-day activities, administrative tasks, and special projects for our CEO.

This position touches every corner of the CEO’s life and business, which means the right person will have a passion for coming alongside the CEO and putting the infrastructure in place to bring his big vision into reality.

It’s a big role, and we need someone who has the ability to ramp up quickly when it comes to new information and learning new things. Therefore, we’re looking for someone with deep career ambitions as an assistant to the CEO and someone who truly believes in the value of this role as their calling.

Projects for you might include:
• Acting as the liaison between the CEO and his team-leaders across multiple businesses,
• Owning the logistics of important personal purchases
• Being the point person for the lawyers, partners, accountants, and more
• Coordinating travel arrangements
• Managing his calendar and inbox

Among many, many other things.

Over time, the goal is that you’ll become an extension of our CEO by having the ability to anticipate his needs, see around the corner, and remember things before he does. Because of this, the ability to build trust quickly is critical. We desire a high level of professionalism, confidentiality, discretion and judgement, in both written and verbal communication.

Who exactly are we looking for?

In short, does this sound like you? Someone that is a(n):
• Communicator: You have excellent written and verbal communication.
• Trustworthy: A professional with a high level of discretion and honesty.
• Adaptable and Detail-Oriented: Able to work in a fast-paced environment and keep up with a proactive employer who has a clear vision and high standards.
• Dedicated and Reliable: Committed to the role personally, managing tasks independently without delegating to external teams.
• Experienced and Confident: Possesses the experience to manage priorities effectively, while confidently setting boundaries when necessary.
• Assertive and Professional: Able to communicate clearly and maintain professional boundaries, ensuring tasks are completed in a manner that aligns with both comfort and quality standards.

Why you?

As a minimum, you have:
• You have at least 1+ years of experience supporting a CEO or executive in the past. This is a must in this role, as you’ll be able to pattern match previous experiences and understand everyday shifting tasks and priorities are inherent in supporting an executive.
• You can hold your own. You make decisions decisively, and are able to take very direct feedback.
• You are a rock-solid communicator. Your present information clearly and with no errors, whether that is in written or verbal communication.
• You’re highly-adaptable and flexible, as this role is ever changing in its nature as new projects come to light as such.
• You’ll be contributing to projects related to finance and legal elements, so a strong appetite and experience in financial and legal literacy is desired.
• You thrive in fast-paced environments, with tight deadlines, with a rigorous eye for detail and accuracy
• You take a lot of pride in your outcomes, whether that’s booking just the right dinner reservation, or facilitating the final signing on a business acquisition.

To provide, more insight, the role may include, but is not limited to the following tasks:
• Meeting with the executive on a regular basis
• Compiling daily reports and communications so you can stay on the same page
• Manage and update the executive’s calendar, including scheduling meetings, patient-related appointments, internal check-ins, and personal events
• Coordinate travel, lodging, and itineraries for conferences, seminars, and events
• Screen, prioritize, and respond to emails, messages, and calls on behalf of the executive
• Draft, proofread, and send communications, memos, and announcements
• Prepare agendas, meeting materials, and presentations for leadership or tea ---------- etings
• Take meeting notes and ensure follow-up on action items and deadlines
• Track and submit executive’s expense reports and reconcile clinic-related credit card charges
• Assist with budget tracking and light bookkeeping support for the executive’s initiatives
• Organize and maintain digital and physical files, records, and clinic documents
• Handle confidential information with discretion and ensure HIPAA compliance when needed
• Coordinate projects across departments and support clinic-wide initiatives
• Liaise with vendors, partners, and contractors, including medical equipment reps and service providers
• Prepare reports or dashboards for clinic metrics, KPIs, and executive summaries
• Manage follow-up communications with clinic partners
• Plan and coordinate team events, off sites, and leadership retreats
• Monitor and streamline executive workflows and proactively solve logistical bottlenecks
• Maintain clinic licenses, renewals, contracts, and other compliance documents as needed
• Anticipate needs and handle tasks without requiring detailed direction

Tech Requirements:
• Computer – Minimum i5 processor (or equivalent) with at least 8GB RAM.
• Internet Speed – Minimum 100 MBPS Download Speed, preferably with a backup connection to ensure uninterrupted work.

Schedule:
• Full time, 12:00PM to 8:00PM Pacific Time Zone
• Monday to Saturday

Pay:
• $1,000 - $1300 USD/month

Hiring Process:
• Phone Interview
• Cognitive Assessment
• Executive Practical (2 hours)
• Interview with the Executive
• Hiring Decision Made and Communicated

How to Apply:
• Please include a link to your resume and share a few paragraphs on why you would be a great fit for this role.
• For a more comprehensive review, we encourage you to include your IQ test score and DISC assessment results in your profile, if available.
Only shortlisted candidates will be contacted. Thank you for your interest—we look forward to reviewing your application.