Executive Assistant to CEO

Overview

Max AI - Stripe for Healthcare

Max AI is the World's first human-free, fully-autonomous medical billing AI and chart review AI agent. The market is large — ~$350B/yr. We have the best team going after it. While others still require 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 founders 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.

• 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 needed to reduce the CEO's mental load. Manage personal appointments and family travel to ensure his personal life runs as smoothly as the company.
• Accounts Payable & Financial Operations:
  Managing the financial administrative workflow, including processing vendor invoices, managing expense reports, handling personal bill pay, and ensuring credit card reconciliations are done on time. You act as the bridge between the CEO and our external accounting firm to ensure clean books.

• 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), Quick Books Online
• Environment:
  Fast-paced, remote-first startup environment with 24/7 responsiveness required during critical deal flows

• Anticipation over Reaction:
  You solve problems before the CEO realizes they exist and remove bottlenecks in his day.
• 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 optimize the CEO's time and money, spot billing errors, negotiate better rates with vendors where possible, and maintain financial hygiene.

• A proactive approach:
  You effectively ghostwrite the CEO's life, learning his voice and decision-making framework to act on his behalf without friction.
• A dedication to continuous learning:
  You are tech-smart and use AI tools to automate workflows and reduce repetitive tasks.
• A positive, collaborative spirit:
  You can be firm with gatekeeping but kind to the team, ensuring engineering and sales teams get what they need from the CEO without overwhelming him.
• A focus on simplicity:
  You distill complex logistics and chaotic schedules into a simple, executable itinerary.

• 8+ years of Executive Support
  
  Experience:
  
  experience supporting C-Suite executives, specifically CEOs or Founders, in high-pressure environments.
• Start-up + Healthcare
  
  Experience:
  
  experience in high-growth tech or complex healthcare settings; understands urgency and formality of hospital systems.
• Operational Finance
  
  Experience:
  
  comfortable with Accounts Payable, credit card reconciliation, and light bookkeeping. Numbers-literate and detail-oriented about money.
• Heavy Travel & Logistics Mastery: proven ability to manage complex, multi-leg international and domestic travel with fluid itineraries.
• Elite Written Communication: ability to write emails that reflect the CEO's voice and draft memos, investor updates, and sensitive responses with strong grammar and tone.

• Event Planning
  
  Experience:
  
  organizing board dinners, team offsites, or client entertainment events.
• Tech-Savvy / AI Curiosity: willingness to use AI tools to speed up research and drafting.

• $120K - $160K USD Base
• Equity

• Medical (Platinum PPO)
• Dental (Platinum PPO)
• Vision (Platinum PPO)