Personal Assistant and Operations Coordinator

Early Medical • Austin, TX

12d • $90,000 - $100,000 • Onsite

About The Position

The Office of the CEO functions as the design engine of the organization to reduce the cognitive load of the CEO —providing day-to-day oversight, organization, and prioritization across the CEO’s calendar, meetings, travel, task list, and strategic priorities spanning nine businesses. We maintain clarity and continuity across the portfolio and create the capacity that allows the CEO to multiply his impact and partner effectively with business line leaders.
This role sits within the Office of the CEO as a core team member focused on multiplying the strategic time of the COO and Chief of Staff. The Executive Operations Coordinator owns inbox and email management, meeting scheduling, digital organization, bill payment, and project-related administrative support. This role is ideal for someone who takes pride in clean systems, disciplined follow-through, and operational excellence. We operate with the professionalism, judgment, and rigor of a senior executive office.

This role is in Austin, TX, we do require you to be in Austin, TX or in the surrounding area.

Requirements

• Must be in Austin, TX.
• Brings calm and structure to environments with many simultaneous inputs, and is comfortable navigating multiple leaders, businesses, stakeholders, and priorities without becoming reactive.
• Surfaces issues early and clearly—flagging risks, questions, or decisions as soon as they appear rather than letting work stall or drift.
• Is comfortable picking up the phone to gain clarity, resolve ambiguity, or move work forward, and knows when a quick conversation is more effective than extended email threads.
• Maintains a steady cadence of small, thoughtful touches throughout the day—batching where appropriate, but responding quickly when timing or context demands it.
• Does not wait passively for direction; proactively reaches out to executives and teammates to unblock work, confirm assumptions, and keep momentum moving.
• Treats inboxes, calendars, and administrative systems as strategic infrastructure, using them to create flow, visibility, and resolution—not just manage volume.
• Exercises sound judgment about when to act independently, when to loop others in, and when escalation is truly necessary.
• Closes loops relentlessly, tracking details through to completion so nothing quietly stalls or degrades in quality.
• Genuinely enjoys working as part of a close-knit team—sharing context freely, stepping in to support others, and measuring success by collective outcomes rather than individual ownership.
• Operates comfortably within shared systems and team coverage, valuing continuity and team wins over individual workarounds.
• Maintains discretion, professionalism, and steady emotional regulation in all interactions.

Responsibilities

• (50%) Inbox, Email & Calendar Coordination
• Maintain constant visibility into the COO’s inbox, serving as the first line of organization, triage, and response. Actively monitor incoming email to immediately flag time-sensitive issues, surface priorities for the COO and Chief of Staff, and determine the appropriate next step—whether drafting a response, holding correspondence pending guidance, looping in relevant stakeholders, or escalating with context.
• Own decision-making around communication flow. You are solely responsible for determining when an email should transition into a call, video meeting, or in-person conversation—and for ensuring that handoff is calendared and coordinated cleanly. This includes scheduling meetings with one or multiple participants while accounting for time zones, urgency, preparation needs, and preferences.
• Operate with a strong bias toward resolution. We value professionals who know when to pick up the phone rather than extend email threads, and who can move conversations to clear outcomes without unnecessary back-and-forth. Over time, you will internalize meeting and scheduling preferences and regularly recalibrate the calendar through alignment conversations to ensure it reflects current priorities.
• The objective of this work is real-time clarity and responsiveness—allowing the COO and Chief of Staff to stay focused on high-impact work while knowing communication and coordination are actively managed.
• (25%) Digital Organization, Records & Administrative Hygiene
• Own the integrity and usability of the Office of the CEO’s digital systems, ensuring the team can quickly surface answers, access historical context, and verify accuracy across documents. This role is critical to enabling speed, confidence, and fact-based decision-making.
• Serve as the first line of review for incoming documents and records. Determine whether materials should be filed, flagged for review, routed for correction, prepared for signature, or escalated with context. This requires active judgment—not passive filing—to ensure information is accurate, complete, and properly handled.
• Develop deep familiarity with the organization’s filing architecture across Dropbox, company Google Drive, family office software, vendor folders, and shared administrative tools. Maintain and navigate records related to asset management (e.g., artwork, automobiles, watches, property), investment documentation, legal and tax records, insurance materials, and company operating documents.
• Partner closely with finance and operations teams to ensure invoices, bills, and receipts are reviewed, routed, and paid efficiently. Maintain disciplined storage of supporting documentation to enable accurate tracking, audits, and downstream reporting.
• (25%) Project Support, Special Assignments & Team Coverage
• Support the Office of the CEO as a fully integrated member of a five-person team operating with a shared mindset: no task is too small, no work belongs to only one person, and the team only wins when work is completed with excellence, speed, and accuracy.
• Take ownership of ad hoc projects and special assignments that may be assigned directly by the COO or Chief of Staff, surfaced during daily team calls, or identified proactively. Regardless of how work is initiated, ownership is clear—you are responsible for carrying work from intake through resolution.
• Operate with a strong bias toward action and closure. Projects often require deep research, coordination across stakeholders, sound fiscal responsibility, and judgment under time pressure or ambiguity. Work collaboratively to support coverage and continuity, stepping in where needed and volunteering for ownership when gaps appear.
• This work exists to give the CEO confidence that tasks, projects, and high-risk items are being handled quickly, fully, and discreetly—by a team that measures success collectively and holds itself to a high bar.

Benefits

• 100% employer-paid medical, vision, and dental insurance (multiple plans available).
• 100% employer-paid life insurance, short-term, and long-term disability insurance.
• Employer-sponsored HSA contributions for HDHP medical plans
• Additional HSA and FSA spending account plans for employees
• 401(k) with a 5% company match.
• Generous PTO and holiday schedule.
• Company-issued technology and work-from-home stipend.
• The opportunity to work at the forefront of health and longevity science with a team of world-class professionals dedicated to precision, mastery, and excellence.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: No Education Listed