Executive Assistant Job at BrainCheck, Inc. in Austin

Executive Assistant (Austin, TX)

Location: Austin, Texas (In-office)
Reports to: Chief Executive Officer (CEO)
Supports: CEO, Chief Medical Officer (CMO), President

Role Overview

We are seeking a highly organized, proactive Executive Assistant to support our executive team. The primary focus of this role is calendar management, meeting coordination, and executive preparation, ensuring senior leadership is well-prepared for internal and external meetings.

This role involves regular interaction with executives and physicians within health systems and ACOs, as well as board members and investors, and requires a high level of professionalism, discretion, and attention to detail.

Key Responsibilities

Executive Calendar & Meeting Coordination

• Manage and coordinate complex calendars for the CEO, CMO, and President
• Schedule internal and external meetings with health systems, ACOs, investors, board members, and partners
• Prioritize meetings, resolve scheduling conflicts, and manage shifting priorities
• Coordinate meeting logistics, including locations, virtual links, agendas, and attendees

Meeting Preparation & Executive Readiness

• Prepare executives for meetings by assembling agendas, briefing documents, and background materials
• Coordinate with internal teams (finance, clinical, operations, product) to gather required materials for meetings
• Ensure materials are accurate, complete, and distributed in advance
• Track action items and follow up as appropriate

External & Client Interaction

• Serve as a professional point of contact for external stakeholders, including health systems, ACOs, and investors
• Coordinate communications and scheduling with senior-level external contacts
• Maintain strict confidentiality in all executive, client, and investor interactions

General Executive Support

• Anticipate executive needs and proactively address issues
• Support ad hoc projects and administrative tasks
• Maintain high standards of organization, responsiveness, and follow-through

Qualifications

• 5+ years of experience supporting a CEO or senior executive
• Proven experience managing complex calendars and high-stakes meetings
• Strong written and verbal communication skills
• High proficiency with Google Workspace and Google Calendars
• Strong judgment, discretion, and attention to detail
• Ability to operate calmly and effectively in a fast-paced environment

Preferred Experience

• Experience in healthcare, technology, or growth-stage companies
• Familiarity with health systems, ACOs, or board/investor-facing environments
• Austin-based

What We’re Looking For

• Highly organized and proactive
• Polished, professional, and reliable
• Comfortable interacting with senior executives and external stakeholders
• Someone who takes pride in keeping leadership organized, prepared, and effective