Executive Health Assistant / Client Services Coordinator (Virtual Longevity Medicine)

About ThriveMed

ThriveMed is a physician-founded health optimization and longevity medicine practice serving executives, entrepreneurs, and high performers. We build a complete picture of each client’s health, including advanced bloodwork, whole-body imaging, genetic and epigenetic testing, multi-cancer early detection, body composition, VO2 max, and microbiome analysis, and turn it into a personalized, proactive health plan delivered entirely online.

We’re a fast-moving, tech-forward startup led by a practicing physician. You’ll work directly with the founder and have real ownership over the client experience from day one.

The Role

We’re hiring an Executive Health Assistant to be the operational backbone of our fully virtual client program. You’ll own the client journey end to end: onboarding new members, coordinating their testing at labs and imaging centers near them, tracking results, prepping every virtual visit so the physician walks in fully briefed, and keeping our systems flawless.

This is a remote, technology-heavy role. The day-to-day work is done from home, but you must be based in the greater San Diego area and available for periodic in-person meetings with the founder and team. Our entire practice runs on digital tools (client portals, telehealth, dashboards, automations, AI assistants) and you’ll be the person who makes it all hum. No clinical certification is required; what we need is someone brilliant with people, ruthless about follow-through, and seriously good with technology.

What You’ll Do

Client Services & Concierge Coordination

• Serve as the primary point of contact for clients via email, phone, text, and our client portal, always warm, polished, and fast
• Onboard new clients: welcome calls, digital intake, portal invitations (Practice Better), and orientation to their personalized testing plan
• Coordinate testing near each client, wherever they live: blood panels (Function Health/Quest), imaging centers (MRI, CT, calcium score, body composition), and at-home test kits (DNA methylation, Galleri/GRAIL, microbiome)
• Manage scheduling across multiple time zones; send confirmations, prep instructions, and reminders
• Track every client’s testing status, results, and follow-up intervals (e.g., 6-month recheck cadence) so that nothing slips, ever
• Chase down outstanding results from labs and imaging facilities; upload, organize, and label everything for physician review
• Handle billing coordination: quotes, payments, confirmations, and receipts for testing packages

Virtual Visit Preparation & Support

• Fully prep every online visit: confirm the telehealth link works, verify the client is set up, and assemble a clean pre-visit package (results received, results pending, open items, prior discussion notes) so the physician is briefed before the call starts
• Join or support virtual visits as needed: managing tech, capturing action items, and owning follow-through afterward
• Turn visit outcomes into tasks: orders placed, tests scheduled, kits shipped, follow-ups calendared
• Prepare clients for their deep-dive review sessions so they show up ready and get maximum value

Systems, Tech & Operations (the heart of this role)

• Live in our tech stack daily: Practice Better, Google Workspace, spreadsheets/dashboards, telehealth platforms, scheduling tools, payment systems, and pick up new tools in hours, not weeks
• Keep our client tracker, CRM, and health dashboard accurate and current at all times
• Spot inefficiencies and fix them: build templates, checklists, automations, and SOPs that make the practice run smoother as we scale
• Be comfortable working alongside AI tools (we use them heavily) to draft communications, organize data, and speed up workflows
• Troubleshoot tech issues independently, for yourself and for clients who need a hand joining a video visit or activating a portal account

What We’re Looking For

• Super tech savvy. This is non-negotiable. You’re the person friends and coworkers call when something isn’t working. You learn new software almost instantly, you’re fluent in spreadsheets, you’re comfortable with automations and AI tools, and no platform intimidates you
• 2+ years in client services, care coordination, medical office, concierge, executive assistant, or high-touch customer success roles
• Healthcare familiarity is a plus (medical terminology, working with labs/imaging centers, HIPAA awareness), but **no MA certification or clini…