Executive Assistant to Physician-Founder

The Role

We are looking for an exceptionally organized, systems-minded Executive Assistant to support a physician-founder with a demanding professional and personal schedule.

The mandate is straightforward: protect priorities, anticipate needs, provide complete information, and close every loop.

This is a hands-on execution and coordination role. We are open to a high-potential candidate who has not yet held a senior Executive Assistant title. We care more about judgment, learning speed, work ethic, discretion, and consistent follow-through than pedigree or years in a particular role.

The right person takes genuine satisfaction in clean calendars, complete itineraries, accurate information, thoughtful checklists, and problems solved before they become urgent. You notice the missing flight number, incorrect time zone, unconfirmed car, or unanswered email before anyone has to ask.

You communicate early, accept feedback well, and take responsibility when something goes wrong. You do not wait for repeated reminders, and you do not allow small details to quietly become large problems.

What You Will OwnCalendar and Priorities

Manage a complex calendar with a clear understanding of priorities, preparation time, travel requirements, realistic transitions, and competing commitments. Maintain a rolling one- to two-week look-ahead and resolve conflicts before they become urgent.

Travel and Logistics

Plan complete, end-to-end travel. Itineraries should include flight numbers, confirmation information, terminals, hotels, ground transportation, addresses, timing, key contacts, and contingency plans. Monitor active trips, communicate changes promptly, and make critical information easy to find.

Closed-Loop Follow-Through

Maintain a reliable system for tracking requests, decisions, action items, owners, and deadlines. Acknowledge requests, follow them through to completion, and confirm when the loop is closed—without the principal having to ask repeatedly.

Preparation and Communication

Prepare concise daily briefs, meeting information, agendas, relevant materials, locations, contact details, and next steps. Communicate clearly and professionally by email, phone, and text with internal teams, partners, and other external contacts.

Events and Shoots

Coordinate selected events, and photo or video shoots. Confirm timing, access, arrival instructions, parking, materials, audiovisual requirements, onsite contacts, and immediate follow-up.

Attend selected events and shoots when onsite support is needed. This may include occasional planned evening or weekend work, as well as travel.

Personal and VIP Logistics

Coordinate time-sensitive personal appointments, reservations, and administrative matters with discretion. Provide polished, responsive support when communicating with high-profile individuals and sensitive contacts.

Team and Content Coordination

Work closely with the practice manager, marketing team, and outside partners. For relevant events and shoots, ensure that content capture is assigned, assets are delivered, approvals are tracked, and follow-up is handed to the appropriate owner. Occasionally assist with approved, time-sensitive posting or message routing. Marketing owns strategy and routine community management.

What Excellent Performance Looks Like

• The principal has protected blocks of time for deep work, preparation, writing, and other high-priority initiatives.
• The principal does not have to repeatedly ask for updates, confirmations, or essential details.
• Calendars, travel plans, and event logistics are complete, accurate, and easy to understand.
• Every meaningful request is tracked through completion.
• Potential problems are identified early and raised with a proposed solution.
• Priorities are handled in the right order rather than simply in the order received.
• Communication is concise, polished, warm, and appropriately urgent.
• Mistakes are disclosed promptly and used to improve the underlying process.
• The principal spends materially less time managing logistics and chasing follow-up.

You Are a Good Fit If…

• You are exceptionally detail-oriented. You naturally check names, dates, times, time zones, addresses, attachments, confirmation numbers, and dependencies.
• You prioritize well. You can distinguish what is urgent, what is important, what can wait, and what requires escalation.
• You are highly accountable. You take responsibility for results, communicate…