Executive Assistant to Chief Executive Officer

We are seeking a highly capable Executive Assistant to support the Founder and executive operations across Physician UX and Primetime Telehealth.

This role is intended for an experienced professional who exercises strong judgment, ownership, and discretion. The Executive Assistant will manage priorities, communications, coordination, and execution across multiple initiatives. You will interact regularly with physicians, clinic staff, partners, and internal team members. The successful candidate can independently manage day-to-day operational details, enabling the Founder to focus on strategy, product development, and key external relationships.

This is not a traditional administrative role. It requires initiative, professionalism, strong communication skills, and the ability to operate effectively in a fast-paced, founder-led environment.

Physician UX is a healthcare technology company founded by a practicing physician to improve clinical workflows, documentation quality, and operational efficiency for medical providers. Our platform supports physicians and care teams by reducing administrative burden while maintaining high standards of clinical and operational excellence.

Physician UX also operates Primetime Telehealth, a physician-led organization providing after-hours telehealth services to community health centers. Together, these organizations work closely with physicians, clinics, and healthcare administrators across multiple care settings.

Our Executive Assistant will be responsible for:

• Managing complex calendars, proactively anticipating scheduling conflicts and prioritizing time to support strategic initiatives
• Coordinating executive meetings, including agenda preparation, materials distribution, note-taking, and action item tracking
• Serving as the primary point of contact between executives and internal and external stakeholders, screening and prioritizing communications
• Managing inbound and outbound communications, including email and LinkedIn correspondence
• Communicating professionally with physicians, clinic administrators, partners, and vendors
• Arranging comprehensive travel logistics, including flights, accommodations, ground transportation, and detailed itineraries
• Preparing expense reports, tracking budgets, and managing purchase requests related to executive activities
• Drafting, editing, and proofreading correspondence, presentations, and other materials on behalf of executives
• Supporting sales and growth workflows, including CRM updates, lead tracking, and follow-up coordination
• Coordinating and managing special projects as assigned, including conducting research and synthesizing information to support executive decision-making
• Organizing and maintaining confidential files, records, contracts, and documentation systems
• Planning and executing leadership meetings and working sessions, including logistics coordination and materials preparation
• Anticipating needs and proactively resolving issues before they arise
• Building effective working relationships across the organization to support collaboration and information flow
• Supporting HR-related coordination such as interview scheduling, onboarding logistics, and internal team activities

Successful candidates will demonstrate the following:

• Completed undergraduate education with a Bachelor’s degree or equivalent professional experience
• Minimum of 5 years of experience supporting an executive, founder, or senior leadership team
• Experience communicating with physicians, medical offices, clinics, or healthcare organizations
• Prior exposure to healthcare, telehealth, or startup environments strongly preferred
• Experience using HubSpot for CRM management, pipelines, and task tracking
• Exposure to sales, business development, or other client-facing workflows
• Advanced proficiency with Google Workspace and Microsoft Office applications, including Word, Excel, Outlook, and PowerPoint
• Strong written and verbal communication skills with high attention to detail
• Strong English language proficiency required to support executive communications, prepare written materials, and interact professionally with healthcare stakeholders
• Exceptional organizational and time management skills with the ability to manage competing priorities
• Proven ability to handle confidential information with discretion and professionalism
• Demonstrated ability to work independently with minimal supervision
• Strong problem-solving skills and sound judgment
• Highly proactive, resourceful, and self-directed
• Flexibility and adaptability in a dynamic, fast-moving organization
• Professional presence and ability to interact effectively at all organizational levels
• Candidates must be authorized to work in the United States

• Hybrid role based in Frisco, Texas
• Full-time position
• High level of autonomy and responsibility
• Direct partnership with the Founder on strategic and operational initiatives
• Exposure to healthcare technology, telehealth operations, and executive-level decision-making
• Opportunity for long-term growth and expanded operational scope as the organization scales
• Ability to make a measurable impact on physician workflows and patient care delivery

Typical Physical Demands: Position requires prolonged sitting, standing, some bending, stooping, and stretching at their designated workplace. While performing the duties of this job, the employee is regularly required to talk, hear, and see. The employee is frequently required to stand, walk, sit, use hands to finger, handle, or feel, and reach with hands and arms. The employee must be able to lift and/or move up to 50 pounds on a regular basis. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus.

Physician UX is an Equal Opportunity Employer. We do not discriminate on the basis of race, color, religion, sex, sexual orientation, gender identity, national origin, age, disability, veteran status, or any other characteristic protected by law. We are committed to creating an inclusive environment for all clinicians and teammates and actively encourage applications from people of all backgrounds.