Executive Personal Assistant

Company Description

SkinSync AI is an AI-powered platform transforming how patients discover, visualize, book, and manage aesthetic treatments while enabling clinics to streamline consultations, patient engagement, and operations.

The platform connects the entire aesthetic medicine journey, offering treatment simulations, personalized exploration, provider discovery, booking, and progress tracking for patients. Clinics gain an integrated ecosystem that supports informed consultations, strengthens patient relationships, and automates key workflows for more efficient growth.

SkinSync AI’s vision is to create a smarter, more connected future for aesthetic medicine, where technology empowers patients and supports providers throughout the treatment journey. The team is driven by innovation, transparency, and improving experiences on both sides of aesthetic care.

Role Description

SkinSync AI is seeking a highly organized, proactive, and dependable Executive & Personal Assistant to work directly with the Founder & CEO.

This is a hands-on role for someone who thrives in a fast-paced startup environment and enjoys bringing structure to a constantly evolving schedule. The assistant will help manage both executive and personal responsibilities, allowing the Founder & CEO to remain focused on company growth, partnerships, product development, clinic relationships, and strategic initiatives.

The ideal candidate is resourceful, detail-oriented, highly responsive, and comfortable handling a wide variety of responsibilities. This person should be able to anticipate needs, take initiative, maintain confidentiality, and ensure important tasks and follow-ups do not fall through the cracks.

Responsibilities

* Manage and coordinate the Founder & CEO’s calendar, meetings, appointments, and scheduling

* Coordinate meetings with clinic partners, physicians, vendors, agencies, advisors, and internal team members

* Organize meeting agendas, notes, action items, and follow-ups

* Track important deadlines, commitments, deliverables, and outstanding tasks

* Assist with email organization and routine correspondence

* Prepare documents, presentations, meeting materials, and other business-related materials as needed

* Coordinate travel arrangements, reservations, itineraries, and event logistics

* Assist with clinic onboarding coordination and partner communications

* Help organize company events, media opportunities, meetings, and launch-related activities

* Maintain organized digital files, contact information, documents, and records

* Coordinate across SkinSync AI’s internal teams and external partners to keep projects moving forward

* Assist with research, vendor coordination, ordering, shipping, and other administrative needs

* Handle personal scheduling, appointments, reservations, errands, and other personal-assistance responsibilities as needed

* Help prioritize incoming requests and ensure time-sensitive matters receive appropriate attention

* Anticipate upcoming needs and proactively prepare for meetings, events, travel, and deadlines

* Handle sensitive business and personal information with a high level of discretion and confidentiality

* Take ownership of tasks from beginning to completion rather than waiting for step-by-step direction

Qualifications

* Currently pursuing or recently completed a bachelor’s degree, or equivalent professional experience

* Exceptional organizational and time-management skills

* Strong written and verbal communication skills

* Extremely detail-oriented with strong follow-through

* Professional, polished, and comfortable communicating with executives, physicians, business partners, and other professionals

* Highly responsive and dependable

* Comfortable managing multiple priorities in a fast-moving environment

* Proactive and able to anticipate needs before being asked

* Strong problem-solving skills and resourcefulness

* Comfortable learning new software, productivity tools, and technology

* Ability to work independently while staying closely aligned with the Founder & CEO

* Strong judgment and ability to handle confidential information appropriately

* Flexible and comfortable with responsibilities that may shift as the company grows

* Interest in startups, technology, AI, healthcare, beauty, or medical aesthetics is a plus

Ideal Candidate

The ideal candidate is someone who naturally keeps people and projects org…