Client Services and Operation Manager

Mobius is a specialized medical risk management firm providing bespoke healthcare and emergency medicine solutions for ultra-high-net-worth individuals, family offices, and VIP clients. We deploy world-class physicians and medical teams globally to ensure our principals have access to definitive care — anywhere, anytime. Our work sits at the intersection of expedition medicine, executive protection, and elite client service, and we operate with the discretion, precision, and urgency that the environment demands.

We are a small, fast-growing team built on trust, expertise, and a relentless commitment to excellence. Every person on the Mobius team plays a meaningful role in how we show up for our clients.

We are looking for a sharp, self-directed Client Services & Operations Manager to be a foundational member of our growing team. This is not a static administrative role — it is a dynamic, high-responsibility position for someone who thrives on complexity, takes ownership instinctively, and can operate with poise when the stakes are high.

You will touch nearly every dimension of how Mobius operates: from coordinating physician travel to refining medical operations plans, from organizing our digital infrastructure to supporting the financial mechanics of a growing firm. The ideal candidate brings operational excellence, a high degree of emotional intelligence, and ideally some exposure to the medical world — though the right mindset and work ethic will matter more than a specific background.

• Coordinate end-to-end travel logistics for contracted physicians, medics, and support personnel, including flights, ground transportation, accommodations, and credentialing documentation.
• Build, maintain, and continuously refine medical operations plans (MOPs) for client deployments, incorporating site assessments, local medical intelligence, evacuation protocols, and contingency frameworks. Update our central database of recommended medical facilities.
• Serve as the internal point of coordination across active client engagements, tracking deployment timelines and ensuring no operational detail falls through the cracks.
• Support pre-trip planning calls and client briefings by preparing materials, logistics summaries, and risk overviews.

• Provide executive assistant support to senior leadership, including calendar management, correspondence drafting, meeting coordination, and follow-up tracking.
• Manage and organize digital files, operational documents, and client records across cloud-based systems, maintaining rigorous version control and confidentiality standards.
• Identify and implement process and systems improvements to increase team efficiency as the company scales.
• Manage equipment inventory, procurement coordination, and supply chain logistics for medical kits and deployment gear.
• Support invoicing, expense tracking, and basic financial administration in coordination with external accounting resources.
• Assist with contractor payroll coordination and ensure accurate records of hours, engagements, and compensation.
• Maintain organized financial documentation to support reporting and audit readiness.

• 2+ years of experience in operations, executive support, project coordination, or a related field, preferably in a fast-paced, high-stakes environment.
• Exceptional organizational skills with demonstrated ability to manage multiple priorities simultaneously without loss of precision.
• High degree of discretion and professionalism; this role involves sensitive client information and high-profile individuals.
• Strong written and verbal communication skills — ability to write clearly and concisely under time pressure.
• Comfort with ambiguity and a demonstrated track record of thriving in dynamic, small-team environments.
• Proficiency with standard business tools (Google Workspace, project management platforms, cloud storage systems).
• Willingness and availability to work outside standard business hours when client operational timelines require it.

• Background or formal training in a medical or clinical field (EMT,…