Executive Assistant to the CEO for a Medical Clinic

Executive Assistant to the CEO Location: Remote (U.S. or international) Employment Type: Starting part-time 5 hours daily, with growth to full-time position Reports to: Dr. Shilpa Sayana, Founder & CEO About Sayana Medical & Wellness Center Sayana Medical & Wellness Center is a concierge functional and integrative medicine practice helping busy professionals optimize energy, hormones, gut health, longevity, and overall wellness. We combine evidence-based medicine with personalized care, education, and transformational programs. Our mission is to help people move beyond simply treating disease to creating lifelong vitality. As our company grows nationally, we are looking for an exceptional Executive Assistant who thrives in a fast-paced entrepreneurial environment. The Opportunity This is not a traditional assistant role. You will become the operational right hand to the CEO, helping transform ideas into execution, protecting the CEO’s time, and ensuring that important projects move forward without constant oversight. The ideal candidate anticipates needs before they arise, communicates exceptionally well, and enjoys bringing order to complexity. Responsibilities Executive Support  Manage an ever-changing calendar  Coordinate meetings and appointments  Screen and organize email inbox  Prioritize daily action items  Arrange domestic and international travel  Prepare agendas and meeting briefs  Track follow-up items until completed Project Management  Coordinate launches of wellness programs  Track marketing campaigns and webinars  Help organize speaking engagements and podcasts  Coordinate book writing milestones  Manage relationships with contractors and vendors  Ensure projects stay on timeline Operations  Create and maintain SOPs  Build dashboards to track KPIs  Coordinate team meetings  Follow up with staff on deliverables  Assist with hiring and onboarding  Improve workflows using AI and automation Marketing Coordination  Coordinate social media calendar  Organize newsletters  Manage content production timelines  Track podcast opportunities  Coordinate webinar logistics Personal Executive Support  Family travel planning  Personal calendar coordination  Gift purchasing  Event planning  Reservation management  Miscellaneous executive errands Qualifications Required:  5+ years supporting executives or founders  Outstanding written and verbal communication  Exceptional organizational skills  Highly proactive  Strong judgment  Comfortable working independently  Excellent follow-through Preferred:  Experience supporting physicians or healthcare leaders  Experience in concierge medicine or wellness  Familiarity with project management software  AI proficiency (ChatGPT, Claude, Notion AI, etc.) Software Experience Preferred experience with:  Google Workspace  Asana or ClickUp  Slack  Zoom  Canva  HubSpot or CRM platforms  Notion  ChatGPT  Loom Success Metrics (First 12 Months)  Inbox maintained at zero daily  Calendar conflicts eliminated  Projects delivered on schedule  Speaking engagements coordinated seamlessly  Webinar launches executed without delays  Team accountability improved  CEO time reclaimed by 10–15 hours per week Characteristics We Value  Calm under pressure  Resourceful  Highly organized  Detail-oriented  Positive attitude  Growth mindset  Excellent communicator  High integrity  Takes ownership  Solves problems without waiting to be asked Compensation Competitive salary based on experience with opportunities for performance bonuses and long-term growth. Exceptional candidates may grow into an Operations Manager role. To Apply Please submit:  1. Resume 2. Submit a short Loom video: A 2-minute video introducing yourself  Results from a CliftonStrengths or DISC assessment (if available), expressing why you would be a great candidate for this position  3. Cover letter explaining why you’re interested & Three professional references In your application, please include the phrase: “Addition by Subtraction” This helps us identify candidates who pay attention to detail.