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Early Medical · 5 days ago

Executive Operations Coordinator

United States

Full-time

Remote

Mid Level

$90K/yr - $100K/yr

Early Medical is a pioneering virtual practice dedicated to advancing health and longevity, led by Dr. Peter Attia. The Executive Operations Coordinator will provide day-to-day oversight and organization for the CEO, managing email, scheduling, and administrative support to enhance operational excellence across the organization.

Medical Practice

Responsibilities

Maintain constant visibility into the COO’s inbox, serving as the first line of organization, triage, and response. Actively monitor incoming email to immediately flag time-sensitive issues, surface priorities for the COO and Chief of Staff, and determine the appropriate next step—whether drafting a response, holding correspondence pending guidance, looping in relevant stakeholders, or escalating with context

Own decision-making around communication flow. You are solely responsible for determining when an email should transition into a call, video meeting, or in-person conversation—and for ensuring that handoff is calendared and coordinated cleanly. This includes scheduling meetings with one or multiple participants while accounting for time zones, urgency, preparation needs, and preferences

Operate with a strong bias toward resolution. We value professionals who know when to pick up the phone rather than extend email threads, and who can move conversations to clear outcomes without unnecessary back-and-forth. Over time, you will internalize meeting and scheduling preferences and regularly recalibrate the calendar through alignment conversations to ensure it reflects current priorities

The objective of this work is real-time clarity and responsiveness—allowing the COO and Chief of Staff to stay focused on high-impact work while knowing communication and coordination are actively managed

Own the integrity and usability of the Office of the CEO’s digital systems, ensuring the team can quickly surface answers, access historical context, and verify accuracy across documents. This role is critical to enabling speed, confidence, and fact-based decision-making

Serve as the first line of review for incoming documents and records. Determine whether materials should be filed, flagged for review, routed for correction, prepared for signature, or escalated with context. This requires active judgment—not passive filing—to ensure information is accurate, complete, and properly handled

Develop deep familiarity with the organization’s filing architecture across Dropbox, company Google Drive, family office software, vendor folders, and shared administrative tools. Maintain and navigate records related to asset management (e.g., artwork, automobiles, watches, property), investment documentation, legal and tax records, insurance materials, and company operating documents

Partner closely with finance and operations teams to ensure invoices, bills, and receipts are reviewed, routed, and paid efficiently. Maintain disciplined storage of supporting documentation to enable accurate tracking, audits, and downstream reporting

Support the Office of the CEO as a fully integrated member of a five-person team operating with a shared mindset: no task is too small, no work belongs to only one person, and the team only wins when work is completed with excellence, speed, and accuracy

Take ownership of ad hoc projects and special assignments that may be assigned directly by the COO or Chief of Staff, surfaced during daily team calls, or identified proactively. Regardless of how work is initiated, ownership is clear—you are responsible for carrying work from intake through resolution

Operate with a strong bias toward action and closure. Projects often require deep research, coordination across stakeholders, sound fiscal responsibility, and judgment under time pressure or ambiguity. Work collaboratively to support coverage and continuity, stepping in where needed and volunteering for ownership when gaps appear

This work exists to give the CEO confidence that tasks, projects, and high-risk items are being handled quickly, fully, and discreetly—by a team that measures success collectively and holds itself to a high bar

Qualification

Calendar ManagementEmail CoordinationDigital OrganizationAdministrative SupportProject ManagementDiscretionEmotional RegulationTeam Collaboration

Required

Must be in Austin, TX

Brings calm and structure to environments with many simultaneous inputs, and is comfortable navigating multiple leaders, businesses, stakeholders, and priorities without becoming reactive

Surfaces issues early and clearly—flagging risks, questions, or decisions as soon as they appear rather than letting work stall or drift

Is comfortable picking up the phone to gain clarity, resolve ambiguity, or move work forward, and knows when a quick conversation is more effective than extended email threads

Maintains a steady cadence of small, thoughtful touches throughout the day—batching where appropriate, but responding quickly when timing or context demands it

Does not wait passively for direction; proactively reaches out to executives and teammates to unblock work, confirm assumptions, and keep momentum moving

Treats inboxes, calendars, and administrative systems as strategic infrastructure, using them to create flow, visibility, and resolution—not just manage volume

Exercises sound judgment about when to act independently, when to loop others in, and when escalation is truly necessary

Closes loops relentlessly, tracking details through to completion so nothing quietly stalls or degrades in quality

Genuinely enjoys working as part of a close-knit team—sharing context freely, stepping in to support others, and measuring success by collective outcomes rather than individual ownership

Operates comfortably within shared systems and team coverage, valuing continuity and team wins over individual workarounds

Maintains discretion, professionalism, and steady emotional regulation in all interactions

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.