Executive Assistant to Chief Executive Officer

ELIXIR MD Inc; Irvine (CA); On-site; USD 75,000 - 90,000; Full time

Benefits offered by this job

Competitive salary up to $90k

Opportunities for professional growth

Job summary

A pioneering medical company based in California is seeking an Executive Assistant to the CEO. The ideal candidate will provide high-level strategic support, manage complex schedules, and facilitate communication across departments. Candidates must possess at least 5 years of experience in executive support, exceptional organizational skills, and proficiency in Microsoft Office and Google Workspace. This role offers a competitive salary starting at $75k, with opportunities for growth.

Qualifications

• 5+ years of experience supporting senior executives in a fast-paced environment.
• Exceptional time management, able to handle multiple responsibilities.
• Outstanding written and verbal communication skills.

Responsibilities

• Provide high-level administrative and strategic support to the CEO.
• Manage and optimize the CEO's complex calendar.
• Organize executive meetings and ensure proper follow-up.

Skills

Executive-Level Experience

Organizational & Time Management Skills

Communication Skills

Technical Proficiency

Problem Solving & Strategic Thinking

Confidentiality & Discretion

Adaptability in High-Growth Environments

Professionalism

Tools

Microsoft Office Suite

Google Workspace

Job description

ELIXIR MD Inc is a pioneer in medical innovation, focusing on enhancing patient well-being and achieving exceptional outcomes. The company specializes in Photobiomodulation Devices, with its proprietary ELIXIR MD™ EPBM™ technology revolutionizing surgical procedures and recovery for Plastic Surgeons.

ELIXIR MD Inc also integrates advanced 3D imaging through EVA3D™, optimizing facial aesthetic surgery with precise surgical planning and improved patient consultations. Positioned in a rapidly growing multi-billion-dollar market, the company serves various surgical specialties, including plastic surgery and ENT. ELIXIR MD Inc is committed to excellence and advancing the standards of medical care.

Position Overview

The Executive Assistant to the CEO serves as a strategic partner and trusted gatekeeper, ensuring the CEO can operate with maximum efficiency, focus, and impact. This role is responsible for managing the CEO’s daily operations, coordinating a highly complex and ever-changing calendar, and ensuring priorities are executed seamlessly across internal teams and external stakeholders.

As the central point of coordination for the executive office, the Executive Assistant facilitates communication between the CEO, leadership team, partners, investors, and other key stakeholders. This individual helps streamline decision-making by organizing information, anticipating needs, and ensuring the CEO is fully prepared for meetings, presentations, and critical business initiatives.

In addition to calendar and travel management, the Executive Assistant oversees key administrative and operational functions that support the CEO’s productivity, including meeting preparation, document management, follow-ups on strategic initiatives, and coordination of executive communications.

The role also requires maintaining strict confidentiality while exercising sound judgment in handling sensitive business matters.

The ideal candidate is proactive, resourceful, and highly organized, with exceptional attention to detail and the ability to manage competing priorities in a fast-paced environment. This person thrives in a high-growth, entrepreneurial setting, anticipates challenges before they arise, and consistently delivers solutions that allow the CEO to focus on strategic leadership and company growth.

Key Responsibilities

Provide direct, high-level administrative, operational, and strategic support to the CEO to ensure their time, priorities, and initiatives are executed effectively. Act as a trusted partner to the CEO by managing daily operations, anticipating needs, and removing obstacles that may impact the CEO’s ability to focus on strategic leadership and company growth.

Calendar & Priority Management

Manage and strategically optimize the CEO’s complex and evolving calendar by aligning meetings, commitments, and events with company priorities. Coordinate internal leadership meetings, external stakeholder engagements, board interactions, and executive obligations while ensuring appropriate preparation time and workflow balance.

Strategic Coordination

Serve as the primary coordination hub between the CEO, executive leadership team, physicians, investors, partners, and other key stakeholders. Ensure information flows efficiently across the organization while maintaining alignment on company initiatives, strategic objectives, and leadership priorities.

Meeting & Communication Management

Organize and prepare executive meetings by developing agendas, compiling briefing materials, and ensuring the CEO is fully prepared for discussions and decisions. Capture key takeaways, track action items, and ensure follow-ups are completed across departments to maintain momentum on critical initiatives.

Travel & Logistics Management

Plan and coordinate complex domestic and international travel arrangements for the CEO, including flights, accommodations, transportation, and detailed itineraries. Ensure travel plans maximize efficiency while accounting for business objectives, meetings, and logistical considerations.

Document & Presentation Preparation

Prepare high-quality correspondence, executive presentations, reports, and briefing materials for leadership meetings, investor discussions, physician partnerships, and strategic initiatives. Ensure all materials are organized, accurate, and aligned with the CEO’s communication standards.

Project & Task Management

Monitor ongoing projects, strategic initiatives, and key deliverables across departments to ensure alignment with company goals and deadlines. Assist the CEO in tracking priorities, coordinating follow-ups with leadership, and ensuring accountability across teams.

Confidential Information Management

Handle highly sensitive and confidential business information with the utmost discretion, professionalism, and sound judgment. Maintain confidentiality regarding executive discussions, financial data, physician partnerships, and company strategy.

Client, Physician & Partner Relations

Act as a professional and trusted point of contact for physicians, partners, investors, clients, and industry stakeholders interacting with the CEO. Ensure communications are handled professionally and relationships are maintained at the highest level.

Event & Executive Meeting Coordination

Support the planning and execution of executive meetings, leadership off‑sites, board meetings, conferences, and strategic company events. Manage logistics, materials, and coordination to ensure events run smoothly and reflect the professionalism of the executive office.

Administrative & Operational Support

Oversee executive administrative responsibilities including expense reporting, invoice processing, document organization, and operational coordination to maintain efficiency within the CEO’s office.

Additional Responsibilities & Special Projects

Provide flexible support to executive leadership and assist with high-priority special projects as the company continues to grow and evolve. Adapt quickly to new initiatives, ensuring the CEO and leadership team remain supported in a fast-paced, high-growth environment.

Qualifications and Experience

• Executive-Level Experience Minimum of 5+ years of experience providing high-level support to senior executives, founders, or C‑suite leadership in a fast‑paced, professional environment
• Exceptional Organizational & Time Management Skills Demonstrated ability to manage multiple priorities simultaneously while maintaining strong attention to detail, meeting deadlines, and ensuring operational efficiency for executive leadership.
• Advanced Communication Skills Outstanding written and verbal communication abilities with the capability to draft professional correspondence, prepare executive-level materials, and communicate effectively with internal teams and external stakeholders.
• Technical Proficiency Strong proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and Google Workspace, with the ability to create polished presentations, manage documents, and support executive workflows efficiently.
• Confidentiality & Discretion Proven ability to handle highly sensitive and confidential information with professionalism, sound judgment, and a high level of integrity.
• Problem Solving & Strategic Thinking Strong critical thinking and problem-solving skills with a proactive mindset, capable of anticipating executive needs and implementing solutions before issues arise.
• Adaptability in High-Growth Environments Ability to thrive in fast-paced, high-growth, or entrepreneurial environments where priorities evolve quickly and flexibility is essential.
• Executive Presence & Professionalism Professional demeanor with the confidence and ability to interact effectively with senior leadership, physicians, investors, clients, and other high-level stakeholders.
• Competitive Salary (Starting $75k with opportunity to grow into $85K-$90k)

• ELIXIR MD Inc is an equal opportunity employer. We do not discriminate based on race, color, gender, national origin, religion, disability, age, veteran status, sexual orientation, gender identity, marital status, pregnancy, citizenship, or any other protected characteristic under applicable law.