Executive Assistant to CEO at ITB Holdings

San Francisco, California, United States -

Full Time

Start Date

Immediate

Expiry Date

19 Apr, 26

Salary

160000.0

Posted On

19 Jan, 26

Experience

10 year(s) or above

Remote Job

Yes

Telecommute

Yes

Sponsor Visa

Skills

Executive Support, Communication, Logistics Management, Stakeholder Management, Financial Operations, Travel Coordination, Discretion, Problem Solving, Tech Savvy, Continuous Learning, Collaboration, Simplicity, Email Drafting, Attention to Detail, Time Management, Adaptability

Industry

Description

Max AI – Stripe for Healthcare Max AI is the World’s first human-free, fully-autonomous medical billing AI and chart review AI agent. Many startups are attempting to attack this problem because the market is so big — $350B/yr. We have the best team going after it. While everyone else still needs humans in the loop, we’ve cracked the code for medical billing starting with dermatology, and are rapidly adding support for every other specialty. To support this velocity, our CEO needs a force multiplier. We are looking for a highly experienced Executive Assistant (8+ years) who operates more like a Chief of Staff—someone who can manage the chaos of a high-growth founder’s life so he can focus entirely on product and growth. You will be the gatekeeper, the finance administrator, and the voice of the CEO to major hospital systems. Executive Assistant to CEO Responsibilities Strategic Gatekeeping & Inbox Command: Taking full ownership of the CEO’s communication infrastructure. You are not just forwarding emails; you are reading, prioritizing, drafting responses, and clearing the inbox daily. You act as the first line of defense, distinguishing between a critical partnership with a major hospital system and a vendor cold call. Complex Logistics & Travel Architecture: Managing high-stakes global travel itineraries that often change at the last minute. This isn't just booking flights; it's ensuring the CEO lands, a car is waiting, the hotel is briefed, and he is prepped for a meeting with a health system CEO within an hour of arrival. Executive Presence & Stakeholder Management: Acting as the primary liaison for high-profile contacts, including Hospital CEOs, Board Members, and Investors. You must have the polish to represent the CEO in communication and the grit to ensure his priorities are met. Lifestyle & Personal Operations: "Everything I need taken care of." This means managing personal administrative burdens to zero-out the CEO’s mental load. From personal appointments and family travel to gifts and household vendors, you ensure his personal life runs as smoothly as the company. Accounts Payable & Financial Operations: Managing the financial administrative workflow. This includes processing vendor invoices, managing the CEO’s expense reports, handling personal bill pay, and ensuring all credit card reconciliations are done on time. You act as the bridge between the CEO and our external accounting firm to ensure clean books. Tech Stack Communication: Superhuman (Inbox Zero methodology), Slack, Zoom Organization: Notion (internal wiki), Linear (tracking projects), Google Workspace Travel: Corporate travel portals Finance & AP: Brex (Expense management), QuickBooks Online Environment: Fast-paced, remote-first startup environment with 24/7 responsiveness required during critical deal flows. Work Approach Anticipation over Reaction: You don't wait for the CEO to ask for a flight change or a briefing document; you solve the problem before he realizes it exists. You predict the bottlenecks in his day and remove them. The "Vault" Standard: You will be privy to sensitive IP, acquisition talks, and personal financial details. Your discretion is absolute. You treat information with the highest level of security. Fiscal Discipline: You view the CEO's time and money as resources to be optimized. You spot billing errors, negotiate better rates with vendors where possible, and ensure financial hygiene. Core Values A proactive approach: You effectively "ghostwrite" the CEO’s life. You learn his voice, his preferences, and his decision-making framework so you can act on his behalf without friction. A dedication to continuous learning: You are tech-savvy enough to use our own AI tools and modern software to automate your own workflows. You hate repetitive tasks and automate them away. A positive, collaborative spirit: You can be firm with gatekeeping but kind to the team. You ensure the engineering and sales teams get what they need from the CEO without overwhelming him. A focus on simplicity: You take complex logistics and chaotic schedules and distill them into a simple, executed itinerary. Required 8+ years of Executive Support Experience: You have a decade of experience supporting C-Suite executives, specifically CEOs or Founders. You have seen the movie before and know exactly how to handle high-pressure scenarios. Start-up + Healthcare Experience: You have worked in high-growth tech OR complex healthcare environments. You understand the urgency of a Series B/C startup and the formality of a large Hospital System. Operational Finance Experience: You are comfortable handling Accounts Payable, credit card reconciliation, and light bookkeeping. You don't need to be a CPA, but you must be numbers-literate and detail-oriented regarding money. Heavy Travel & Logistics Mastery: Proven experience managing complex, multi-leg international and domestic travel with fluid itineraries. Elite Written Communication: You can write emails that sound exactly like the CEO. You can draft memos, investor updates, and sensitive responses with perfect grammar and tone. Nice to have Event Planning Experience: Experience organizing board dinners, team offsites, or client entertainment events. Tech-Savvy / AI Curiosity: Willingness to use AI tools (ChatGPT, our own Max AI, etc.) to speed up research and drafting. Compensation $120K - $160K USD Base Equity Platinum Healthcare Medical (Platinum PPO) Dental (Platinum PPO) Vision (Platinum PPO)

Responsibilities

The Executive Assistant will manage the CEO's communication, logistics, and personal operations to ensure efficiency. This includes acting as a liaison for high-profile contacts and managing financial workflows.