Executive Support Associate

TeleMed2U•Austin, TX

About The Position

The Executive Support Associate provides high-level administrative support to the Chief Executive Officer (CEO) and the broader leadership team at TeleMed2U. This role is responsible for managing complex schedules, coordinating executive communications and meetings, supporting key projects, and ensuring the executive team can operate efficiently and effectively. While the Executive Support Associate is the primary support to the CEO, the position is also a shared resource for the broader leadership team—serving as a central point of coordination for executive calendaring, meeting logistics, document preparation, and general administrative needs. The ideal candidate is organized, proactive, discreet, and comfortable working in a fast-paced and high-growth environment.

Requirements

High school diploma or GED required; associate’s or bachelor’s degree required or equivalent combination of education and experience.
3+ years of experience supporting leadership in an administrative role.
Experience supporting multiple leaders or a leadership team concurrently.
Prior experience in a fast-paced, growing organization; healthcare or telehealth experience is a plus.
Exceptional organizational and time management skills, with the ability to manage multiple priorities, deadlines, and stakeholders.
Strong written and verbal communication skills, including proofreading and document preparation.
High level of discretion and integrity when handling confidential and sensitive information.
Proficiency with Microsoft Office or Google Workspace (e.g., Outlook/Gmail, Word/Docs, Excel/Sheets, PowerPoint/Slides) and virtual meeting platforms (e.g., Zoom, Teams).
Strong attention to detail and accuracy in all work products.
Proven ability to work independently with minimal supervision and to exercise sound judgment in a remote environment.
Professional, courteous, and adaptable, with strong interpersonal skills and a service-oriented mindset.

Nice To Haves

Experience supporting a CEO, founder, or C-suite executives.
Experience coordinating Board-related communications or materials.
Experience in a multi-state and fully remote organization.

Responsibilities

Provide comprehensive administrative support to the CEO, including calendar management, meeting coordination, travel arrangements, and expense reporting.
Support the broader leadership team (e.g., C-Suite, Vice Presidents, and key Directors) with scheduling, meeting logistics, document preparation, and other administrative needs as requested.
Act as a central coordination hub to align executive calendars, prioritize requests, and reduce scheduling conflicts across the leadership team.
Anticipate executive needs, proactively identify potential issues, and propose solutions to keep priorities on track.
Manage complex, dynamic calendars for the CEO and leadership team, prioritizing meetings based on strategic importance and time sensitivity.
Schedule and coordinate internal and external meetings, including recurring check-ins, leadership huddles, client meetings, Board-related calls, and cross-functional sessions.
Prepare and distribute meeting agendas, materials, and pre-reads; ensure participants have the information needed for effective discussions.
Take meeting notes as requested, capture action items, and follow up to ensure completion and accountability.
Draft, edit, and proofread executive correspondence, presentations, and other documents with a high degree of professionalism and accuracy.
Support special projects for the CEO and leadership team, including preparation of presentations, reports, and summaries.
Assist with planning, coordination, and booking of leadership offsites, town hall meetings, and other key company events (virtual and/or in-person).
Help track key deadlines and deliverables related to strategic initiatives, ensuring reminders and follow-ups are handled promptly.
Maintain organized digital filing systems and shared resources for executive documents, presentations, and reference materials.
Serve as a professional and courteous point of contact for internal and external stakeholders seeking time or information from the CEO and leadership team.
Use discretion and judgment to prioritize and route inquiries, ensuring appropriate access while protecting executive time and focus.
Build positive working relationships across departments to facilitate communication and coordination on behalf of the leadership team.