Pay: $75,000.00 - $90,000.00 per year
Job Type: Full-time
Location: Pasadena, Los Angeles, CA (In person)
Status: Full-Time
Reports to: VP of Operations
Compensation: Competitive base + performance-based bonus, commensurate with experience
Start Date: ASAP
Confidentiality Agreement: Required
WHO WE NEED
We’re looking for a rare hybrid of operations engineer, creative systems thinker, and high-level executive assistant. Someone who finds deep satisfaction in bringing structure to complexity and clarity to chaos.You’re not just organized, you architect order. You thrive on translating ideas into frameworks, voice notes into spreadsheets, and scattered moving parts into streamlined, scalable systems.
You have both sides of the brain firing: precision and creativity. You see the big picture and also care deeply about the tiny details that make it beautiful. You’re the person who knows how to format a spreadsheet and make it look clean enough to present to investors. You love problem-solving, thrive in fast-paced environments, and find calm in complexity.
THE OPPORTUNITY
We are hiring a world-class Executive Assistant to the VP of Operations of a rapidly scaling, $100M+ telehealth and wellness company.This is a deeply trusted partnership, your role is to help keep the operational engine running with speed, precision, and beauty.
You’ll be the second brain to a leader responsible for building the systems that power product launches, pharmacy operations, compliance integrations, and medical workflows.Your mission: amplify her impact by managing the operational load, organizing projects, refining systems, and ensuring nothing slips through the cracks.
KEY RESPONSIBILITIES
Operational & Strategic Support
- Act as the VP’s right-hand, understanding her vision, workflows, and priorities across multiple projects.
- Transform brainstorms, notes, and frameworks into actionable ClickUp/Linear tasks, spreadsheets, and process docs.
- Anticipate needs before they arise and ensure the VP is always two steps ahead of her calendar, deliverables, and commitments.
- Handle confidential, cross-departmental communication with professionalism and discretion.
- Support the buildout of scalable systems for product launches, provider integrations, and pharmacy workflows.
Systems, Projects & Documentation
- Create clean, well-structured spreadsheets and process maps that serve as the “source of truth” for product, pharmacy, and operations teams.
- Assist with Linear task creation, project tracking, and RACI documentation.
- Maintain organized archives of SOPs, workflows, and launch documents.
- Help standardize recurring operational templates (launch trackers, intake forms, pharmacy checklists, etc.).
- Use AI tools to accelerate documentation, summarization, and communication across projects.
Design & Presentation
- Support creation of internal decks, proposals, and workflow visuals with a focus on clarity, polish, and readability.
- Ensure all materials align with EllieMD’s aesthetic and design standards.
- Assist in developing visual frameworks for new product or process rollouts.
Administrative & Executive Flow
- Own and optimize the VP’s inbox, calendar, and meeting cadence.
- Prepare agendas, take notes, and track action items across leadership meetings.
- Coordinate team syncs, follow-ups, and cross-functional alignment.
- Manage occasional travel logistics, vendor coordination, and event preparation as needed.
YOU BRING
- 5+ years of high-level Executive Assistant or Operations experience supporting a senior leader in a fast-paced, high-growth company (healthcare, tech, or startup environment preferred).
- Mastery in Google Sheets / Excel (formulas, conditional logic, data organization, formatting).
- High proficiency in Linear, Google Workspace, and AI tools like ChatGPT or Claude.
- A sharp operational brain—able to think logically, document clearly, and build systems from scratch.
- A creative edge—an eye for layout, design, and how things should look to make information digestible.
- A self-starter mindset—you see a gap and instinctively fill it.
- Grace under pressure—you stay calm and clear even when priorities shift quickly.
- Deep integrity, trustworthiness, and professionalism in handling confidential information.
YOU’LL LOVE THIS ROLE IF
- You’re lit up by organization and system design.
- You get satisfaction from cleaning up chaos and making workflows hum.
- You’re equally comfortable building a spreadsheet formula and formatting a deck.
- You love supporting a leader who moves fast and thinks big.
- You want to grow alongside one of the most innovative telehealth companies in the industry.
TO APPLY
Send a cover letter, resume, and a short video (2 minutes max) introducing yourself and why you’re made for this role to hr@elliemd.com.
We’re ready for the right woman to rise into this role with us.
