Executive Operations Assistant

Full-time | U.S. Mountain Time | Long-term

I’m looking for an exceptional, highly proactive Executive Operations Assistant to help me run my inbox, calendar, and Lyme Disease Practitioner Certification & Mentorship (LDPC) program.

This is not a basic task-assistant role. I need a trusted executive partner who thinks ahead, protects my time, closes loops, communicates clearly, and makes sure important things do not get dropped. You should be comfortable taking ownership, using judgment, and bringing me solutions—not just asking what to do next.

I am a U.S.-based physician and educator. My work includes a busy medical practice, speaking engagements, and LDPC, a professional education and mentorship program for clinicians. LDPC is the priority for this role.

Hours, location, and pay

- Remote, long-term, full-time position
- 40 hours per week, Monday–Friday
- Expected to work U.S. Mountain Time business hours
- This role is expected to be your primary professional commitment. Any additional employment or ongoing professional work must be disclosed and approved in advance.
- Strong, reliable internet and a backup plan for outages are required
- Compensation is based on relevant experience, communication, and performance
- Finalists will complete a paid practical evaluation. The selected candidate will begin in a paid trial period with clear performance expectations.

What you will own

Inbox management

- Monitor designated inboxes every business day and keep them organized
- Triage incoming messages: handle what you can, draft thoughtful replies, flag urgent matters, and identify what needs my direct attention
- Track follow-ups until they are actually completed
- Keep the inbox under control rather than simply moving messages into folders
- Ensure that important messages, deadlines, payment issues, member concerns, and commitments do not disappear
- Provide concise, decision-oriented updates: completed, pending, urgent/risk items, decisions needed from me, and next priorities

Calendar and scheduling

- Protect and manage my Google Calendar with exceptional attention to detail
- Schedule and reschedule meetings, calls, Zoom sessions, appointments, travel, and speaking engagements across time zones
- Confirm all details, send accurate calendar invitations and Zoom links, and prevent scheduling conflicts
- Maintain a six-week look-ahead for important calls, travel, speaking engagements, project deadlines, and preparation needs
- Protect appropriate buffers, deep-work time, preparation time, exercise/personal time, and recovery time
- Prepare me for upcoming meetings and travel with the purpose, attendees, relevant links, necessary materials, decisions needed, and follow-up requirements

LDPC program operations

- Monitor the LDPC Circle community and member-support inboxes
- Respond promptly and warmly to routine member questions using approved information and templates; escalate clinical questions or anything unusual to me
- Ensure members can easily find the correct Zoom links, schedules, Circle access, course links, and resources
- Track the LDPC application pipeline: application received → response sent → call booked → follow-up → enrolled/not enrolled
- Follow up with applicants who submit an application but do not schedule a call
- Support member onboarding, enrollment questions, payment/access troubleshooting, renewals, and follow-up
- Help coordinate mentorship calls and bonus calls, including Zoom links, reminders, resources, replays, and follow-up communication
- Help publish recordings and resources in Circle/Simplero after calls, verify access, and notify members once live
- Maintain a clear list of open loops so that no member, applicant, payment issue, or follow-up disappears

Executive ownership, projects, and follow-through

Your job is to act as the handler for a busy CEO.

You will be the central point of coordination around my commitments, decisions, deadlines, projects, meetings, travel, and follow-up. You will help me focus on what only I can do while making sure everything else keeps moving.

You are responsible for the completion system.

That does not mean you personally perform every action. It means that once something is assigned, discussed, or committed to, you make sure there is a clear owner, deadline, next action, and follow-up plan—and that the work is completed, reported back, and closed.

A task is not complete because it was added to ClickUp, mentioned in a meeting, or handed to someone else. It is complete only when the intended outcome has been achieved, verified, communicated, and marked closed.

You will use ClickUp as the live system for tasks, deadlines, project status, and follow-up. You will build and improve SOPs, checklists, and playbooks as you learn recurring workflows. You will use AI tools intelligently to accelerate research, drafts, organization, and documentation—but always review work carefully before it is sent.

Project and deadline management

You will translate ideas, commitments, and future deliverables into executable roadmaps.

For example: if I am speaking at a conference in November and slides are due in August, you will not wait until August to ask about slides. You will proactively schedule a brief planning session with me, work backward from the due date, create milestones for the outline, first draft, revisions, finalization, and rehearsal, block necessary CEO work time on the calendar, coordinate team support, and follow up until the presentation is submitted well ahead of deadline.

For significant projects, you will ensure there is:

- A clear outcome and definition of done
- One accountable owner for each action
- A milestone-based timeline and due dates
- Scheduled CEO work time where my input is required
- A visible status, next action, and follow-up date
- Early escalation of risks, delays, or missing decisions
- A documented final outcome and closed loop

The CEO owns direction and key decisions. You own the coordination, momentum, visibility, and follow-through required to turn direction into completed work.

Meetings, agendas, and action items

You will make meetings useful before, during, and after they occur.

Before a meeting, prepare a concise agenda with the purpose, desired outcome, attendees, relevant documents, decisions needed, and any background I should know.

After a meeting, prepare a concise summary of key decisions, action items, owners, deadlines, open questions, and next follow-up. Ensure tasks are entered into ClickUp, assigned, and followed through to completion. Schedule the next meeting or checkpoint when needed.

Do not send vague meeting summaries. Every action item must have an owner, due date, next action, and clear definition of done.

Travel and executive logistics

You will prepare complete travel itineraries and proactively manage the logistics around travel, speaking engagements, and important events.

A travel itinerary should include confirmed flights, hotels, ground transportation, reservation numbers, key contacts, addresses, time zones, meeting or event schedules, check in and check out times and proactive thoughtful evaluation of these times to see if additional requests or alterations of travel are needed, preparation requirements, post trip tasks such as reimbursements and educational credits, and anything else needed for the trip to run smoothly. Reconfirm critical details before travel and flag anything that could create friction.

For speaking engagements, ensure the timeline includes contracts, travel, event contacts, speaker requirements, deadlines for slides or materials, attendee logistics, and follow-up after the event including travel expense reimbursements and educational credits.

Communication standard

I do not need long activity reports. I need focused, concise, decision-oriented communication.

When something requires my attention, bring me:

- The situation and why it matters
- The relevant context
- Your recommended solution or options
- The decision or input you need from me
- What will happen next once I d ----------

You must be comfortable appropriately speaking up when something important needs attention. Do not wait for me to discover a missed deadline, stalled project, unanswered opportunity, or calendar conflict. Your job is to reduce my mental load, protect my time, and ensure that little falls through the cracks.

Tools you will learn and use

Google Workspace, Gmail, Google Calendar, Zoom, Circle, Simplero, ClickUp, Slack, Google Drive, Otter, Loom, Canva, and 1Password.

Experience with several of these is helpful, but I care more about your ability to learn quickly, use sound judgment, and operate reliably.

Experience required
At least 3 years of full-time experience as an Executive Assistant, Executive Operations Assistant, Operations Coordinator, Project Coordinator, or similar role
At least 1 year directly supporting a founder, CEO, physician, consultant, agency owner, or other busy decision-maker
Demonstrated experience managing a complex inbox and calendar, coordinating projects with multiple owners and deadlines, and following work through to completion
Experience in a remote, fast-moving business environment where you were expected to work independently and communicate proactively
Experience with online education, memberships, coaching, healthcare administration, or professional services is strongly preferred
In your application and video, please give specific examples of projects, deadlines, travel, meetings, inboxes, or cross-functional follow-up you personally owned—not simply tasks you were assigned.
English fluency
Exceptional English communication is required for this role.
You must have C1-level English fluency or higher on the CEFR scale. C2 or near-native professional fluency is strongly preferred.
You will communicate with a U.S.-based CEO, team members, applicants, LDPC members, vendors, and other professional contacts. You must be able to:
Write clear, polished, professional emails that sound natural to a U.S. business audience
Understand fast-paced spoken English, nuance, and context in business conversations
Participate confidently in video meetings and occasional phone calls with U.S.-based contacts
Ask intelligent clarifying questions, communicate recommendations, and handle routine conversations without a script
Adjust your tone appropriately for clinicians, members, applicants, vendors, and executive-level communication
Please state your English level (for example, C1 or C2) in your application. Formal certification is welcome but not required; fluency will be assessed through your video, written communication, and interview.

What “great” looks like

You are likely a fit if you:

- Have excellent written and spoken English
- Have previously supported a busy executive, founder, physician, consultant, or online education business
- Are highly organized, detail-oriented, and dependable
- Notice problems early and take initiative to solve them
- Can distinguish urgent from important and know when to escalate
- Communicate in concise, outcome-based updates—not long lists of activity
- Are comfortable being a “second brain” who manages up
- Can work independently without repeated reminders
- Take confidentiality and discretion seriously
- Can build systems from conversations, Loom videos, transcripts, and existing examples without needing step-by-step handholding

You will be trusted with confidential business information and may support healthcare-related administrative workflows. You must be willing to sign a confidentiality agreement, follow HIPAA/privacy procedures, use secure systems with two-factor authentication, and never provide clinical or medical advice.

This role is not a fit if

- You mainly wait for detailed instructions before acting
- You manage too many clients to be reliably available
- You prefer one-off project work rather than ongoing ownership
- You tend to report what you did without clearly identifying what is still pending, at risk, or needed from me
- You are not comfortable working U.S. Mountain Time business hours
- You do not enjoy proactively following up with people until a commitment is completed

How to apply

Please begin your application with this exact sentence:

“I manage up.”

Then include:

1. A 2–3 minute Loom video introducing yourself and explaining a time you proactively solved a problem for an executive or client before they asked.
2. Your experience with inbox management, calendar management, project follow-through, and online communities or education programs.
3. Which of these tools you have used: Gmail, Google Calendar, Zoom, Circle, Simplero, ClickUp, Slack, Canva, Loom, and Otter.
4. Your current availability and confirmation that you can work the required U.S. Mountain Time schedule.
5. Your desired hourly rate.
6. Two professional references from recent clients or supervisors.

I will only interview applicants who follow these instructions carefully.