[Hiring] Executive Assistant to Chief Medical Officer @Immortals

Role Description

We're seeking an exceptionally organized and proactive Executive Assistant to support the Chief Medical Officer at Immortals. This is a strategic support role requiring discretion, clinical savvy, and the ability to operate autonomously across email, scheduling, physician licensing, care operations, and cross-functional projects. You'll be the connective tissue between the CMO's strategic priorities and the day-to-day execution needed to make them happen in a fast-moving startup environment.

Position Responsibilities:

• Email & Communication Management:
  • Inbox triage & filtering: Manage the CMO's email volume across multiple platforms (Gmail, Slack, Teams); categorize by urgency and domain; identify patterns and flag strategic items that need immediate attention.
  • Draft & respond: Compose responses on behalf of the CMO for routine matters; escalate nuanced or high-stakes messages for CMO sign-off.
  • Meeting request coordination: Parse incoming meeting requests, check calendar availability, coordinate scheduling across Zoom, Google Calendar, and other platforms.
  • Message integration: Synthesize meeting feedback, action items, and decisions across email, Slack, and in-person conversations; create rundowns for follow-up.
• Calendar, Meeting Prep & Travel Management:
  • Strategic calendar ownership: Maintain CMO's calendar; block focus time for strategic work; ensure no meeting overload; proactively manage competing requests.
  • Executive briefing materials: Pull together data, market context, competitive intel, and internal metrics before board meetings, investor calls, and partner meetings; create one-pagers and executive summaries.
  • Meeting notes & follow-up: Capture action items in meetings (or listen to recordings); create follow-up summaries; track who owns what and flag missed deadlines.
  • Travel coordination: Book flights, hotels, ground transportation; manage expense reports; coordinate logistics for conferences, physician education events, and site visits.
  • Stakeholder relationship tracking: Maintain records of key relationships (board members, investors, clinical partners, vendors); flag relationship maintenance opportunities.
• Physician Licensure & Credentialing:
  • Work on physician groups and coordinate with the licensure company to ensure all physicians across the company have their licensure documentation completed and turned in.
• Patient Scheduling & Care Operations Coordination:
  • Care team liaison: Be the primary point of contact between the CMO and the care coordination team; relay scheduling needs, availability changes, and priority updates.
  • Patient scheduling: Schedule patient appointments; coordinate calendar between the CMO's clinical and administrative time blocks.
  • Triage & escalation: Monitor the patient flow; flag urgent cases, complex scheduling challenges, or bottlenecks that need the CMO's input early.
  • Operational insight: Stay visible to care operations so you understand workflow, blockers, and opportunities to improve coordination.
  • Care coordination integration: Attend relevant team standups or sync meetings to maintain visibility; ensure the CMO is looped into operational changes that affect their schedule or patient care priorities.
• Supporting Medical Director and CMO with coordination of education for providers and concierge team:
  • Physician education scheduling: Coordinate and schedule education sessions between the CMO and Dr. Damon Forbes; manage logistics and participant registration.
  • Project coordination: Track ongoing initiatives involving the CMO; manage timelines, action items, and cross-functional dependencies.
  • Team communication: Help the CMO communicate priorities to clinical, operations, and administrative teams; coordinate recurring syncs and check-ins.

Qualifications

• Organizational excellence: Manage multiple competing priorities; strong systems thinking; comfort with ambiguity in a startup.
• Discretion & judgment: Handle sensitive clinical, business, and personnel information; make judgment calls on what needs immediate escalation.
• Communication: Clear, concise writing; diplomatic communication with clinical staff, board members, and external partners.
• Technical fluency: Comfortable with Gmail, Google Calendar, Slack, and cloud-based tools; quick to learn new platforms.
• Autonomy: Thrive working independently; minimal hand-holding; able to anticipate needs and solve problems without constant direction.
• Helpful to have healthcare or startup experience: Familiarity with healthcare operations, startup dynamics, and/or CMO/executive support roles strongly preferred.
• Intellectual curiosity: Interest in learning the business, staying informed on industry trends, and understanding the clinical context behind the work.

Preferred Skills

• Experience as an executive assistant.
• Background in coordination, or licensing/credentialing.
• Familiarity with physician regulatory requirements and licensing workflows.
• Experience in early-stage startup environments.

Salary Range

$90-130k + equity + benefits