• You're the operational backbone for the founder you support • Blend executive support with operational coordination • Act as the central hub that keeps communication, tasks, and projects moving forward • Streamline your business leader's workflows so their time and priorities are protected • Maintain operational visibility across every task, project, and commitment • Support faster, better decision-making • Improve productivity by keeping systems and dashboards organized • Strengthen accountability and alignment across the team • Manage your founder's calendar, scheduling, and daily priorities across time zones • Coordinate travel logistics: flights, accommodations, transport, and meetings • Organize internal and external meetings • Handle professional and occasional personal administrative tasks • Keep the founder's schedule aligned with what matters most • Act as the central coordinator for key tasks and projects • Track priorities, deadlines, and deliverables across the team • Follow up with people to make sure commitments get done • Spot blockers and risks early, and escalate proactively • Maintain operational visibility so the team stays aligned and productive • Maintain and optimize the founder's workspace (Notion, ClickUp, or similar) • Track project updates, task ownership, and company-wide priorities • Keep documentation and workflows current as the business evolves • Support the founder in maintaining a clear operational dashboard • Turn meeting discussions into structured, owned tasks • Join calls to capture action items and summarize key outcomes • Brief the founder on takeaways, priorities, and next steps • Facilitate team access to the founder for decisions and approvals • Help with onboarding logistics for new team members • Support process improvements as the company grows

• Manage and strategically optimize complex calendars across multiple time zones, including domestic and international schedules, agenda preparation, and alignment of executive time with business priorities. • Manage external contacts and quickly identify key stakeholders, proactively understanding their importance to the business and maintaining effective communication and relationships. • Demonstrate a high level of professionalism while handling sensitive matters with sound judgment, discretion, and confidentiality. • Anticipate executive needs and proactively coordinate the appropriate stakeholders and resources to enable informed decision-making. • Manage special projects and collaborate with cross-functional stakeholders on initiatives requiring diplomacy, flexibility, and strong execution. • Complete critical deliverables and special assignments by establishing objectives, determining priorities, managing timelines, driving alignment, monitoring progress, and adjusting plans as needed. • Attend meetings, prepare agendas, capture meeting notes, track action items, and drive accountability for follow-through. • Ensure executive priorities are effectively communicated and coordinated across administrative staff supporting key cross-functional partners. • Partner closely with executives, business partners, and executive assistants to coordinate meetings, events, and cross-functional initiatives. • Drive the executive operating rhythm, including leadership meetings, Quarterly Business Reviews (QBRs), planning cycles, staff meetings, offsites, all-hands meetings, and executive communications. • Coordinate agendas, presentation materials, and logistics for senior leadership meetings and executive events. • Plan and execute large-scale, multi-day offsites, including venue sourcing, contract negotiation, vendor management, room block management, travel logistics, transportation, catering, team-building activities, and budget coordination. • Address complex issues by identifying root causes, building consensus, and driving timely resolution. • Build and maintain trusted relationships with senior leaders, partner organizations, customers, and executive assistants to facilitate collaboration and accelerate execution. • Consistently hold yourself and others accountable for commitments and deliverables. • Continuously identify opportunities to improve executive operations, streamline processes, leverage automation, and enhance organizational effectiveness. • Perform additional duties as assigned.

• Verify patient insurance after the patient checks in, typically around 15 minutes after the scheduled appointment time • Ensure all insurance information is accurate, updated, and properly documented • Review denied claims, identify denial reasons, and assist with claim reprocessing • Track issues, follow up on missing information, and help prevent repeat claim errors • Review and process Explanation of Benefits documents • Help organize, validate, and clear EOB backlogs while ensuring billing and insurance documentation is accurate • Review outstanding insurance balances and patient account issues • Track unresolved balances, identify the source of the issue, and coordinate next steps for resolution • Support claims-related workflows, including Cigna and Veterans Affairs claims • Ensure claims are reviewed, tracked, and escalated when necessary • Assist with vendor payment coordination, including check payments when needed • Ensure payment-related tasks are completed accurately and on time • Monitor SOAP note completion, accuracy, and compliance • Track missing, incomplete, or delayed documentation and communicate concerns appropriately • Track missed appointments, canceled appointments, and scheduling trends • Identify patterns that may affect clinic revenue, patient flow, or provider productivity • Prepare reports on outstanding balances, missed appointments, canceled appointments, EOB backlog, denied claims, and other operational metrics • Support smooth communication between the provider, care team, and administrative staff • Proactively identify workflow gaps, billing concerns, documentation delays, scheduling issues, and patient account problems • Recommend practical solutions to improve clinic efficiency

Role Description Come and join the fastest growing Google Ads agency in the world, and run the operational engine behind the founder and the team. This is an executive assistant role, not a personal assistant one. This is an executive assistant, not a personal assistant. You are not booking dinner reservations or running errands. You are running the operational rhythm around the founder and the business, working closely alongside our operations integrator to keep a fast agency from tripping over itself. - You protect the founder's time. - Sit in on client calls. - Coordinate the team. - Make sure work actually gets done on time. - See what needs handling before it is asked, handle it, and inform us it is done. - Calm, organized, and impossible to rattle. Qualifications - Proven experience as an executive assistant supporting a founder or senior executive, ideally in a fast moving company. - Agency and ecommerce experience strongly preferred. - Excellent written and spoken English. Confident and professional with clients over email and on calls. - You own calendars and inboxes across timezones without being chased. - Comfortable coordinating a team: distributing tasks, tracking deadlines, and keeping projects moving in ClickUp or similar. - Strong operational instincts. Proactive by default, you fix things before being asked. - Discreet by nature. You will have visibility into sensitive company and client information. - Comfortable using Claude and AI tools to move faster and stay on top of volume. Requirements - Own and protect the founder's calendar, especially client facing scheduling across timezones. - Manage and triage the inbox. Draft, handle, and stay on top of email on the founder's behalf. - Join client calls, capture what matters, and drive the follow through. - Coordinate with the team: distribute tasks, check in, and make sure deadlines are met. - Keep projects and company admin moving in ClickUp, working closely with the operations integrator. - Handle the small things before they become big ones. - Keep communication clean between the founder, the team, and clients. Benefits - Fully remote. Work from anywhere, with flexible hours. - A seat inside a premium agency managing nine figures in ad spend, at the center of how the business runs. - A small, senior, global team with no bureaucracy and no busywork. - Direct access to the founder and to work that actually stretches you. - Weekly personal mentoring directly from the founder himself. - Paid time off. - A wellness bonus. - Team retreats and workations. How to apply Tell us about one situation you quietly kept from becoming a disaster, and how you run the first thirty minutes of your workday. Keep it short and real. We can spot an AI written application instantly, and it goes straight in the bin. Show us how you actually think and write. Good luck. The Adcubator Team