Executive & Personal Assistant to Chairman of Healthcare Technology Company

Healthcare entrepreneur seeks Executive & Personal Assistant as he grows his established business at the intersection of healthcare, insurance and technology. Regular travel (domestic and international, 2-4 days/week, 2-3x/month) is an essential part of the job to ensure that his heavy meeting schedule unfolds smoothly and that he has the itineraries and associated briefs. For the majority of the time when the assistant is based in Orange County, work will typically hold to an 8am-5pm schedule, after hours only as needed, the location both onsite in his Irvine home and remote for executive and family-based assistance. His family includes his wife and two very young children. Additional support is provided by 1-2 virtual assistants, driver, security personnel and 1-2 nannies.

The principal is decidedly energetic with the attendant demands. He moves at a fast pace and to say his calendar is full is an understatement, although some of the time is blocked for time with friends and family. While traveling he may be scheduled for 16 hour days. He needs an assistant who is high-test, high-energy, well-versed in up-to-the-minute applications (AI, slack, Notion, Google Workplace, zoom) and who has a medium – long-term time horizon for the position (minimum 5 years).

Requirements

· BA/BS from US competitive US college or equivalent

· Minimum 6 years’ Executive Assistant, Chief of Staff or Operations experience including 2 with a CEO or founder

· Advanced proficiency with modern productivity tools including Google Workspace, Slack, Notion, Monday.com, Superhuman, Box, Zoom

· Strong technology aptitude and comfort learning new platforms

· Objectively strong written and verbal communication skills

· Experience coordinating complex domestic and international travel

· Ability to operate with urgency and responsiveness in a fast-paced environment

· High emotional intelligence, professionalism, and discretion

· Ability to travel 2-3x/monthly with long hours during those times

· Driver’s license and excellent record

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Responsibilities

· Plan all aspects of daily life, professional and personal, complete with daily itineraries, ongoing reminders, coordinated timelines and goals

· Manage complex, dynamic calendar

· Coordinate schedules and activities for household staff, including personal security, drivers, nannies, and drivers

· Prepare agendas, briefing materials, meeting notes, and follow-up action items

· Ongoing communications with internal staff (business and domestic) and external stakeholders

· Support client relations and assist with hosting executives, investors, and strategic partners

· Liaise with two remote Executive Assistants to ensure flawless execution across all priorities

· Coordinate domestic and international travel, commercial and private, finessed ground transport, attendant security

· Source accommodations, meeting spaces, restaurants, entertainment

· Wrap in wellness routines, supplements, and personal priorities

· Pack and unpack for travel

· Research travel and activities for family

· Oversee gifts, special occasions, and VIP experiences

· Anticipate needs before they arise and proactively solve problems with minimal direction

· Act as a trusted thought partner and operational extension of the principal

Ongoing: M-F 8am-5pm (mix of home-based and remote)

6-8 travel days/month: hours match principal (extensive) $200K-250K/year, health insurance