Executive Assistant to Chief Executive Officer

Executive Assistant to the CEO

Company: ELIXIR MD INC

Location: Irvine, California (On-site)

Employment Type: Full-time

Department: Office of the CEO

Reports To: CEO

Works Closely With: The leadership team, Operations, Finance, and ROXIUM INC

About Us

ELIXIR MD INC is a fast-growing med-tech company headquartered in Irvine, California, revolutionizing post-surgical recovery for plastic surgeons and their patients. Our photobiomodulation technology is backed by scientific research, guided by a Scientific Advisory Board of globally recognized surgeons, and in use across 30+ international markets. We’re building the Intelligent Recovery Platform™ and EVA 3D™, and expanding across the Middle East through our subsidiaries in Egypt and Saudi Arabia. We’re looking for someone to run the Office of the CEO as we scale.

About the Role

This is an ownership role, not a support role, and it is not a traditional Executive Assistant position. You’ll run the Office of the CEO for a founder who leads several companies at startup speed. You’ll own the calendar, the follow-ups, and the travel. You’ll also build the systems behind them, including AI workflows, automations, and dashboards that give the CEO real-time visibility into priorities, projects, and people. We’re looking for someone who has already supported a CEO or founder at a high level, can show the systems they’ve built, and can deliver independently when priorities change.

What You’ll Own

• The CEO’s time:  Manage a complex, constantly shifting calendar against company priorities. Protect focus time, build in prep time, and decide what gets on the calendar and what doesn’t.
• Systems, AI, and dashboards:  Build and maintain the tools that run the Office of the CEO, including project trackers, KPI dashboards, automated follow-ups, and AI-assisted drafting and research. Keep improving how the office works.
• Meeting rhythm and follow-through:  Prepare agendas and briefing materials so the CEO is ready for every meeting. Capture decisions, track action items across departments, and close the loop without being asked. Support our EOS cadence of weekly leadership meetings, quarterly priorities, and scorecards.
• Communication:  Coordinate between the CEO and the leadership team, surgeons, investors, partners, and our international subsidiaries. Draft correspondence in the CEO’s voice and keep information moving.
• Travel and logistics:  Plan complex domestic and international travel end to end, including flights, hotels, ground transportation, and detailed itineraries built around business objectives.
• Documents and presentations:  Produce polished, on-brand decks, reports, and briefing materials for leadership meetings, investor conversations, and surgeon partnerships.
• Projects and priorities:  Track strategic initiatives and deliverables across teams and companies. Flag what’s slipping before it becomes a problem.
• Events and executive meetings:  Coordinate leadership off-sites, board meetings, conferences, and company events so they reflect the standard of the Office of the CEO.
• Office operations:  Manage expense reports, invoice processing, and document organization for the Office of the CEO.
• Confidentiality:  Handle financials, partnerships, personnel matters, and strategy with complete discretion and sound judgment.

Required Qualifications

• 5+ years of experience supporting a CEO, founder, or C-suite executive in a fast-paced environment
• Hands-on experience using AI and automation tools to get work done faster (Claude, ChatGPT, Zapier, Make, Notion, Airtable, or equivalent), with examples you can show
• Proven ability to build and maintain dashboards and trackers in Excel, Google Sheets, or equivalent
• Exceptional organization and attention to detail across competing priorities
• Excellent written and verbal communication, with the ability to write for an executive audience
• Proficiency in Microsoft Office and Google Workspace, including polished presentations
• Proven discretion and sound judgment with confidential information
• Executive presence and the confidence to work directly with surgeons, investors, and senior leaders
• Self-directed and adaptable, able to perform in a high-growth startup with minimal day-to-day supervision

Preferred Qualifications

• Medical device, healthcare, aesthetics, or other regulated-industry experie…