Executive Assistant, CEO

The Executive Assistant is the primary manager of the CEO’s time and operational cadence, and a central coordination point for the Executive Team's rhythms. The purpose of the role is to improve the performance of the company by greatly contributing to the CEO’s daily effectiveness and efficiency and keeping him focused on the company’s highest impact priorities while maintaining a sustainable work life. This role requires exceptional judgement, organizational skills, professionalism, communication skills, and proactivity while serving as the gatekeeper, internal communications hub, and organizational backbone for the CEO and Executive Team.

• CEO Time Management 
• Proactively manage and maintain the CEO’s complex schedule, prioritizing internal and external commitments to align the CEO’s time with the leadership team rhythm and the strategic goals of the business.
• Ensure the CEO is fully prepared for all meetings by anticipating needs, gathering necessary materials, and confirming logistics in advance.
• Act as the first point of contact for the CEO, effectively fielding, screening and prioritizing incoming correspondence, calls, and requests with professional communication skills and discretion.
• Operating Rhythm Management
• Drive the scheduling, coordination, documentation, and continuous improvement of the company’s Operating Rhythm, or the system of meetings and other events used to drive execution.
• Coordinate with the CEO, Board of Directors, Executive Team, Extended Leadership Team, and Staff to schedule the system of meetings and other events used to operate the business, such as quarterly board meetings, quarterly business reviews, quarterly executive offsites, monthly performance reviews, monthly town hall meetings, weekly executive team execution meetings, etc.
• Plan and coordinate monthly Town Halls, including agenda design, content collection, slide ownership, and day-of execution. 
• Draft and send clear, concise communications and recap emails for leadership and company-wide meetings.
• Own note-taking and action-item tracking for key executive and leadership meetings; follow up with owners to drive accountability.
• Help prepare and refine certain frameworks, slides, document templates, agendas, and more, used by the CEO and the leadership team in conjunction with such events.  
• Maintain shared folders, decks, and templates for executive and leadership materials, ensuring version control and accessibility.
• Logistics & Travel Coordination 
• Manage all logistical requirements for key board meetings, executive meetings and leadership team meetings, including venue selection, vendor coordination, catering and on-site support. 
• Coordinate Board meetings (in-person and virtual), including schedules, catering, and meeting support.
• Handle comprehensive domestic and international travel arrangements including detailed itineraries, flight and accommodation booking and ground transportation.
• Process expense reports, manage invoices and track CEO’s office budget with a high degree of accuracy and confidentiality.
• This role requires minimal domestic travel (approximately 4–6 times per year), primarily for Executive Offsites, Sales Kickoff events, and President’s Clubs. Flexibility to attend these offsite events is highly valued. The candidate is required to be based in Orange County, CA.
• Office & Operations Management
• Serve as the primary point of contact for the CDM Office: facilities, vendors, building access, and basic maintenance coordination.
• Oversee office supplies, snacks, drinks, and meeting hospitality to ensure a well-run, welcoming environment.
• Support simple operational programs (e.g., internal boat/amenity reservations, office equipment service approvals).
• Handle light personal support and administrative tasks for the CEO on occasion to help him maximize his focus on the business.

• 5+ years of experience supporting a C-Level executive in a high-growth, fast-paced environment.
• Impeccable organizational and execution skills: demonstrated ability to proactively anticipate needs, manage complex event logistics (e.g., QBRs, Offsites, Town Halls) and handle the high volume of work with flawless execution across executive support and office operations. 
• Absolute commitment to confidentiality and the use of extreme discretion while handling sensitive information. 
• Exceptional and precise communication: Required for managing highly sensitive, executive-level correspondence (emails, texts, and verbal conversations) with investors, the Board of Directors, key industry contacts, and internal executives. 
• Must possess the intellectual and emotional intelligence to adapt communication styles, ensuring every interaction reflects positively and appropriately on the CEO and the company.
• Expert proficiency with executive productivity tools and growing interest and experience leveraging AI tools.
• Aligned with the company’s values and brings position energy to the position, serving as an ambassador of the company and the office of the CEO.

Kareo and PatientPop have joined forces to become Tebra, the digital backbone for practice well-being. While our teams are still supporting both products, our new hires and current employees are now united as Team Tebra. 

Tebra aims to unlock better healthcare by helping independent practices bring modernized care to patients everywhere. Well over 100,000 providers trust Tebra to elevate their patient experience, and help them grow their practice. At Tebra, we’re building the future of well-being together. That shared vision for tomorrow begins with compassion and humanity today.

We get to know our customers - and their patients - and look at the world through their lens.

Healthcare is too complex. We aim to simplify it for everyone.

We reject the status quo and solve problems with creativity, perseverance, and a bias to action.

We are diverse, humble, and collaborative. We put the team first and win together.

Life is short and joy is underrated. We take time to have fun and celebrate success.

In addition to our healthcare benefits, we also offer amazing perks! Need work from home basics? We offer a discount through Dell! We also offer a number of resources to help you keep your mind and body healthy. Check out obe Fitness or Gympass for a great workout, or LifeWorks Employee Assistance Program to find mental health resources, along with other resources for everyday occurrences.

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