Executive Assistant

We are looking for someone who thinks like a chief of staff. Someone who sees problems before they become emergencies, builds systems instead of just following them, and takes pride in making a high performing operation look effortless. If you thrive in fast moving environments, love bringing order to complexity, and want a role where your impact is felt every single day, keep reading.

• Education: Master's degree in Business, Finance, Project Management, or a related field
• Experience: 3+ years in executive assistant, operations management, or chief of staff roles supporting a business owner or executive
• Communication: Exceptional written and verbal English. You write clearly, concisely, and professionally without being asked to revise
• Technical Skills: Advanced proficiency in Google Workspace, Notion, Excel, and project management tools. You do not just use these tools, you build systems with them
• Financial Literacy: Comfortable with budgets, P&L statements, invoicing, expense tracking, and basic financial modeling
• Availability: Able to work 30 to 40 hours per week aligned with Pacific Standard Time (PST) business hours
• Work Setup: Reliable high speed internet, a quiet dedicated workspace, and backup power if applicable

• Real Estate Operations
• Manage property financials including rent collection tracking, expense reconciliation, and monthly reporting
• Coordinate with property managers, tenants, contractors, and vendors to resolve issues and keep projects on schedule
• Organize and maintain lease agreements, insurance documents, and transaction records
• Research new investment opportunities including market comps, deal analysis, and due diligence support
• Track renovation and improvement projects from estimate through completion
• Medical Practice Support
• Build and maintain operational systems for a longevity medicine practice including scheduling workflows, patient communications, and vendor management
• Manage bookkeeping, invoicing, accounts receivable, and financial reporting for the practice
• Research regulatory requirements, licensing, credentialing, and compliance tasks
• Coordinate with compounding pharmacies, laboratory partners, and medical suppliers
• Support content development for patient education materials and practice marketing
• Organize and track clinical protocols, standard operating procedures, and practice documentation
• Personal Executive Support
• Own calendar management across all businesses and personal commitments with zero conflicts
• Manage email triage, draft correspondence, and ensure nothing falls through the cracks
• Research and coordinate personal projects including travel planning, purchases, vendor selection, and event logistics
• Handle family logistics, household coordination, and life admin tasks as needed
• Build and maintain project trackers, dashboards, and organizational systems
• Prepare agendas, briefs, and summaries for meetings and decisions