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Early Medical · 1 week ago

Office of the CEO - Executive Services Specialist

United States

Full-time

Remote

Mid, Senior Level

$130K/yr - $145K/yr

Early Medical is a pioneering virtual practice dedicated to advancing health, wellness, and longevity. The Executive Services Specialist will provide day-to-day oversight and organization for the CEO, managing travel logistics and personal coordination to enhance the CEO's effectiveness across multiple businesses.

Medical Practice

Responsibilities

Own end-to-end travel planning—from initial intent through arrival, execution, and return

Coordinate complex domestic and international travel with precision, ensuring every movement is intentional, efficient, and aligned with the CEO’s priorities

Design and maintain comprehensive itineraries that account for every minute of the CEO’s time, including flights, ground transportation, lodging, meeting transitions, buffers, and recovery windows

Ensure all travel materials are accurate, accessible, and organized at all times

Maintain active oversight while the CEO is in transit, remaining in contact as needed to monitor real-time changes, disruptions, or opportunities to optimize schedule and flow

Anticipate issues before they surface and execute contingency plans seamlessly

Maintain a living database of travel intelligence and preferences—curating trusted restaurants, venues, routes, and city-specific need-to-knows, and capturing post-travel feedback to continuously refine future itineraries

Manage the full travel experience and ambiance, not just the schedule

Demonstrate fluency across commercial, charter, and international travel

Manage all travel documentation, including passports, visas, entry requirements, health documentation, currency considerations, and local regulations

Maintain up-to-date emergency contacts, insurance coverage, and contingency protocols

Operate with discretion, foresight, and judgment—ensuring the CEO arrives informed, prepared, and fully supported, without friction, surprises, or wasted time

Own and execute a continually evolving list of personal tasks and errands that fall outside the scope of household or property management

Identify, prioritize, and close personal to-dos with efficiency, discretion, and sound judgment

Manage high-risk and time-sensitive projects that sit outside standard operating paths, often with incomplete information or elevated stakes

Navigate ambiguity with composure and resourcefulness, ensuring progress continues without escalation or disruption

Ensure consistent follow-through across tasks, priorities, and commitments by tracking details, anticipating downstream impacts, and closing loops with precision—bringing order, continuity, and confidence to complex personal workflows

Coordinate personal calendar appointments and commitments, including medical and dental appointments, family events, date nights, birthdays, school activities, and other time-sensitive obligations

Partner closely with other members of the Office of the CEO to maintain visibility into personal and family-related events, creating a unified and switchable view of timing without fragmented communication

Maintain and evolve a curated database of lifestyle preferences, including preferred restaurants, venues, and experiences

Qualification

Travel PlanningCalendar CoordinationProject ManagementEmotional RegulationDiscretionResourcefulnessJudgmentCommunication

Required

Is in Austin, TX

Makes decisions thoughtfully and independently, even without perfect information

Exercises sound judgment when information is incomplete and stakes are high, and knows when to act versus when to pause

Treats executive time as a finite resource and plans travel, schedules, and decisions with intention and foresight

Thinks in systems, not workarounds, and contributes to shared tools that create continuity beyond any one person

Moves fluidly between business and personal context while maintaining discretion, professionalism, and clarity

Closes loops relentlessly—tracking details, anticipating downstream impacts, and ensuring nothing quietly stalls

Communicates in a way that reduces friction and enables others to predict what happens next

Remains emotionally steady under pressure and resolves frustration internally rather than escalating noise

Is resourceful by default—researching, testing, and refining solutions without waiting for perfect direction

Understands that comfort, recovery, and experience materially affect performance and plans accordingly

Treats trust as sacred and handles sensitive information with care, restraint, and maturity

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.