Executive Assistant

Compensation: $72,000+ DOE WHAT WE'RE ABOUT Aesthetx is a specialized plastic surgery and dermatology practice serving Bay Area clientele from Silicon Valley to Marin — and we're not your typical clinic. We've built something different: a team of highly trained experts who are obsessed with outcomes, grounded in science, and deeply committed to the patient experience. Every treatment, every touchpoint, every hire is held to that standard. Our vision: To set the standard for aesthetic medicine where scientific innovation, collaborative care, and outcomes define exceptional, personalized patient care. We hire people who take their craft seriously — clinicians, operators, and leaders who want to be part of building something exceptional. If you're motivated by working alongside top-tier providers, solving real operational problems, and being part of a practice where the bar is always rising, you'll find your people here. What drives us: High-Touch Collaboration: We succeed together. Across sites, departments, and disciplines — no siloes, no egos. Scientifically Backed: Every treatment and decision is grounded in evidence. We don't cut corners on outcomes. Patient Obsessed: The patient experience is never an afterthought. It's the filter every operational decision runs through. THE ROLE The Executive Assistant at Aesthetx keeps the leadership team organized, on time, and free to focus on what matters most. This is not a passive role. You will manage complex calendars, coordinate events and team functions, keep the office running smoothly, and handle the administrative details that allow the executive team to operate at full capacity. The right person for this role is proactive, polished, and comfortable operating with a high degree of autonomy and discretion. You anticipate what is needed before you are asked, you follow through on every commitment, and you understand that great administrative support is invisible when it is done well. You are organized by nature, calm under pressure, and genuinely invested in making the people and the organization around you more effective. WHAT YOU'LL OWN Executive Support & Calendar Management Manage executive calendars end-to-end — schedule and prioritize meetings, protect focus time, resolve conflicts, and ensure every commitment is confirmed and prepared for in advance Prepare briefing materials, agendas, and background documents ahead of key meetings — leadership should never walk into a conversation unprepared Coordinate travel logistics: flights, hotels, ground transportation, and detailed itineraries confirmed well ahead of departure Track action items from executive meetings and follow up with owners to ensure close-out — nothing stalls because a follow-up was missed Draft, proof, and manage executive correspondence — emails, letters, and follow-up communications at the Aesthetx standard Triage inbound communications on behalf of executives as directed — surface what requires immediate attention and route everything else appropriately Handle sensitive information — personnel, financial, and strategic — with complete discretion at all times Event Coordination Coordinate all internal team events: all-hands meetings, company celebrations, holiday events, team lunches, and offsites — from venue selection and catering through day-of execution Support physician and leadership meetings: prepare agendas, book venues, arrange catering, and ensure all materials and technology are ready before the meeting starts Manage vendor relationships for events — caterers, venues, AV, and hospitality vendors — negotiate, confirm, and hold to budget Coordinate logistics for external-facing events: partner dinners, industry engagements, and practice activations as needed Maintain an annual event calendar for the Aesthetx and Lineage corporate team — no event should sneak up on leadership Office Management Own the day-to-day function of the Aesthetx corporate office — supplies stocked, equipment operational, common areas maintained, and the environment ready for the team and any visitors Manage office vendor relationships: facilities, cleaning, technology support, and service providers Oversee corporate subscriptions, software licenses, and service renewals — nothing lapses without notice Coordinate new employee workspace setup: access, equipment, and workstation readiness before a new team member's first day Maintain organized physical and digital filing systems for corporate documents, contracts, and records — everything retrievable without digging Manage office budget and petty cash as directed — track spend, submit receipts, and flag anything outside the approved range Administrative & Cross-Functional Support Support the Director of Operations and broader leadership team with administrative tasks, special projects, and research as needed Coordinate with HR and People Operations on onboarding logistics, scheduling, and documentation for new hires Manage corporate expense reports and reimbursements — accurate, timely, and properly coded Assist with the preparation of presentations, reports, and board materials — formatted, proofed, and professional Serve as the point of contact for external partners, vendors, and guests visiting the office — responsive and representing the practice well WHAT WE'RE LOOKING FOR Required 2+ years of executive assistant, administrative coordinator, or office management experience — direct support of a senior leader or C-suite executive preferred Demonstrated experience managing complex calendars, travel logistics, and executive communications independently Experience planning and coordinating events — internal team events, off-sites, or company functions from concept through execution Exceptional organizational skills — calendars are accurate, events are planned, and nothing falls through the cracks Strong written communication skills — correspondence and materials produced by this person require minimal edits before going out Proficiency with Google Workspace (Gmail, Calendar, Drive, Docs, Slides) and video conferencing platforms High degree of discretion and professionalism — this role handles sensitive executive, financial, and personnel information regularly Proactive, reliable, and calm under pressure Based in or able to reliably commute to Campbell / Los Gatos — this is a fully on-site role Preferred Background in a startup, PE-backed company, or high-growth environment where things move fast and the role evolves Experience supporting multiple executives simultaneously Familiarity with project management tools (Asana, Monday.com, Notion, or similar) Experience in healthcare, professional services, or a similarly regulated environment Basic comfort with expense management platforms (Divvy, Ramp, or similar) WHAT YOU'LL GAIN Competitive salary commensurate with experience Generous PTO + 8 Paid Holidays 401(k) with Employer Match FSA & HSA options Life Insurance, Short & Long-Term Disability, and Legal Plan provided at no cost Complimentary aesthetic services including Botox, facials, and more, plus discounts on our full product and treatment menu* Gourmet coffee, fresh snacks, and a fully stocked kitchen every day Frequent team lunches, catered and on us Themed employee events and celebrations throughout the year *As outlined in the employee discount office policy. #J-18808-Ljbffr