Senior Executive Assistant

Job Description

Job Description

Description:

James Clinic is a high-performance integrative medicine practice redefining what modern healthcare looks like. We move fast, think critically, and hold ourselves—and each other—to high standards. 

We are looking for a Senior Executive Assistant to provide proactive support to our Founder and CEO. This role will oversee the Founder's administrative operations, coordinate communications and logistics, and ensures reliable follow-through to assist a physician entrepreneur leading James Clinic. 

What You'll Do

Each day will be different, but you can expect to:

• Manage complex calendars across multiple business entities and coordinate with clinical administration to protect patient-care time.
• Schedule, reschedule, and prioritize meetings; anticipate conflicts, preparation needs, and travel buffers.
• Prepare daily schedules and weekly look-ahead reports.
• Monitor designated inboxes; triage urgency, draft routine replies, and flag decisions requiring founder input.
• Coordinate with podcast production, marketing, PR representatives, and media organizers on appearances and deadlines.
• Book approved flights, hotels, ground transportation, and multi-city itineraries within travel policies and preferences.
• Coordinate speaking engagements, conference requirements, presentation materials, and event logistics.
• Prepare agendas, briefing materials, and meeting notes.
• Support logistics and document organization for acquisitions, expansion, recruiting, partnerships, and company events.
• Organize expense reports, routine renewals, contract routing, and document requests from professional advisers.
• Maintain contact records, deadlines, next actions, and executive-status summaries.
• Maintain confidentiality and reduce avoidable interruptions.

Clinic hours

Monday-Friday: 8-5 

Why James Clinic?

• Competitive pay
• Accrued PTO for full-time staff
• Free concierge membership with one of the nation’s leading functional medicine clinics
• A mission-driven team where your work truly matters 

If excellence is your baseline, speed doesn’t scare you, and growth excites you—you’ll feel right at home here.

Who This Is Not For

This role is intentionally demanding. It is not a fit if you need:

• Rigid rules or step-by-step scripts
• Constant supervision or micromanagement
• A slow pace with low expectations

Who We're Looking For

• At least five years of experience supporting a founder, CEO, owner, or senior executive; strong preference for complex, multi-entity environments.
• Preferred: Experience supporting a physician executive, healthcare organization, or rapidly growing founder-led business.
• Preferred: Podcast, media, speaking engagement, recruiting, or strategic project coordination experience.
• Preferred: CRM, project tracking, confidential document management, and responsible AI-assisted workflows.

Ready to Apply?
If this resonates with you, we’d love to hear from you. Apply today and let us know why you’re excited to be part of something bold, different, and meaningful.