Operations Director (USBased Concierge Medicine Practice)

We’re not just another recruiting firm—we focus on placing candidates with exceptional US and EU founders who prioritize the longterm success of their team members. We also provide retention bonuses at 3, 6, 9, and 12 months, as well as communitydriven benefits like an annual retreat.

Role Overview:

We are seeking a hybrid Chief of Staff + Executive Assistant to support the Founder & CEO of a highgrowth concierge medical practice at the intersection of integrative medicine, longevity, and elite service. This is a rare opportunity to work directly with a visionary Harvardtrained physician, balancing hightouch executive support with strategic execution and team accountability. Over time, you’ll help build and launch new business verticals across education, community, media, and wellnessaligned real estate.

Your Impact:

You will be the operational backbone for the CEO—enabling them to focus on transformative care, thought leadership, and venture building. Your work will ensure smooth team execution, drive patient growth strategies, elevate the founder’s brand, and help shape the next phase of the practices expansion.

Core Responsibilities:

Executive Partnership

• Manage founder’s calendar, inbox, task flow, and communications with minimal input.
• Handle personal logistics, vendor coordination, and life operations as needed.
• Prioritize time ruthlessly; protect focus and energy.
• Prepare for and debrief meetings, surface key decisions, and ensure followthrough.

• Team Coordination & Accountability

  • Serve as an accountability partner to the leadership team.
  • Run weekly team syncs, document priorities, and track deliverables across Microsoft Teams and Asana.
  • Maintain centralized dashboards and reporting rituals.

  • Founder Thought Leadership & PR Coordination

    • Work alongside PR partners to elevate the founder’s visibility and authority.
    • Lead logistics for speaking, podcast, media, and brand partnerships.
    • Build founder’s LinkedIn presence and develop outreach campaigns.
    • Drive efforts to secure advisory roles with leading healthlifestyle brands.

    • Patient Growth Strategy & Business Development

      • Identify and support patient growth pathways, referral networks, and partnerships.
      • Maintain outreach tracking for highnetworth leads and opportunities.
      • Collaborate with creative and PR teams to ensure brand consistency.
      • Develop highquality pitch materials and strategic relationship maps.

      • Admin, Licensing & Finance Oversight

        • Own compliance workflows: medical licensing, CME, malpractice, credentialing.
        • Manage documentation and coordinate with legal, insurance, and accounting partners.
        • Track expenses, manage QuickBooks entries, and prepare financial memos.

        • Operational Systems & SOPs

          • Build and optimize systems in Microsoft Teams and Asana.
          • Write and maintain SOPs across departments.
          • Launch onboarding frameworks for future hires and vendors.

          • Venture Support & Strategic Projects

            • Support the CEO in launching new business lines (courses, retreats, membership platforms, wellnessfocused real estate).
            • Conduct research, scope projects, and support hiring pipelines.
            • Prepare for operational ownership of future ventures.

            • Requirements

              MustHave:

              • 7+ years supporting elite CEOs, physicians, or founders as EA, Chief of Staff, or senior operator.
              • Experience working with HNWIUHNWI clientele; understands discretion, tone, service, and brand polish.
              • Outstanding communication, writing, and followup skills—no detail too small.
              • Capable of toggling between EAlevel service and executivelevel thinking.
              • Impeccable organizational instincts with experience in crossfunctional environments.
              • Mastery of Microsoft Teams, Asana, QuickBooks (or similar tools), and shared cloud systems.

              • NicetoHave:

                • Experience in PRmedia coordination, hightouch hospitality, or earlystage ventures.
                • Familiarity with wellness, integrative medicine, or longevity sectors.

                • Benefits

                  • Competitive Salary: Based on experience and skills
                  • • Remote Work: Fully remote—work from anywhere
                    • Generous PTO: Ample paid time off to rest and recharge
                    • Health Coverage: HMO coverage after 3 months for fulltime employees
                    • Direct Mentorship: Grow through guidance from international industry experts
                    • Learning & Development: Ongoing access to resources for professional growth
                    • Global Networking: Work and connect with professionals around the world
                    • WorkLife Balance: Flexible hours that support a healthy worklife balance