Executive Assistant

Hello Patient•Austin, TX

11d•$65,000 - $80,000•Onsite

About The Position

Hello Patient is hiring a sharp, high-agency Executive Assistant to support our CEO and CTO at our Austin HQ. This is an in-office role based in downtown Austin. As we scale past 30 people post-Series A, our founders need an operator who keeps the machine running—someone who manages the rhythm of leadership’s day, makes judgment calls about what gets their time, and ensures the office is a place where the team does its best work. This role combines executive operations with hands-on workplace ownership. You’ll manage complex calendars and coordinate board meetings in the morning, then solve an office logistics problem in the afternoon. You’ll be in the room for investor prep, strategic planning, and the day-to-day decisions that shape how a Series A company actually runs.

Requirements

2+ years of experience in an administrative, operations, or coordinator role (startup experience is a plus)
Highly organized with strong attention to detail
Comfortable managing multiple priorities in a fast-paced environment
Tech-savvy and comfortable with modern tools (Google Workspace, Slack, Claude, etc.)
Proactive, anticipatory mindset
Strong communication skills and professional presence
Excited to be in-office in downtown Austin

Nice To Haves

Interest in healthcare or AI technology
Enjoys creating positive team experiences

Responsibilities

Manage complex calendars across time zones and competing priorities—make judgment calls about what deserves founder time and what doesn’t
Coordinate board meetings, investor updates, and external meetings with precision and discretion
Arrange travel, accommodations, and itineraries end-to-end
Track follow-ups and action items across meetings—drive accountability so nothing falls through the cracks
Handle research, document prep, and presentation formatting as needed
Act as a filter and force multiplier—protect leadership’s time so they stay on the highest-leverage work
Run daily lunch coordination, catering, and team meals
Manage office supply inventory, vendor relationships, cleaning, and maintenance
Ensure new hires have a great Day 1—smooth in-office onboarding from desk setup to first lunch
Plan and execute team events, offsites, and celebrations
Keep the space clean, organized, and running—if something’s off, you fix it before anyone notices
Improve internal systems and processes—if something’s inefficient, build a better way
Support All Hands meetings, company-wide comms, and internal documentation
Jump in wherever there’s a gap—startups reward people who see what needs doing and do it