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About The Role

Hello Patient is hiring a sharp, high-agency Executive Assistant to support our CEO and CTO at our Austin HQ. This is an in-office role based in downtown Austin.

As we scale past 30 people post-Series A, our founders need an operator who keeps the machine running—someone who manages the rhythm of leadership’s day, makes judgment calls about what gets their time, and ensures the office is a place where the team does its best work.

This role combines executive operations with hands-on workplace ownership. You’ll manage complex calendars and coordinate board meetings in the morning, then solve an office logistics problem in the afternoon. You’ll be in the room for investor prep, strategic planning, and the day-to-day decisions that shape how a Series A company actually runs.

What You'll Do

Executive Support (CEO & CTO)

• Manage complex calendars across time zones and competing priorities—make judgment calls about what deserves founder time and what doesn’t

• Coordinate board meetings, investor updates, and external meetings with precision and discretion

• Arrange travel, accommodations, and itineraries end-to-end

• Track follow-ups and action items across meetings—drive accountability so nothing falls through the cracks

• Handle research, document prep, and presentation formatting as needed

• Act as a filter and force multiplier—protect leadership’s time so they stay on the highest-leverage work

Own workplace experience at Austin HQ

• Run daily lunch coordination, catering, and team meals

• Manage office supply inventory, vendor relationships, cleaning, and maintenance

• Ensure new hires have a great Day 1—smooth in-office onboarding from desk setup to first lunch

• Plan and execute team events, offsites, and celebrations

• Keep the space clean, organized, and running—if something’s off, you fix it before anyone notices

Drive operational support as we scale

• Improve internal systems and processes—if something’s inefficient, build a better way

• Support All Hands meetings, company-wide comms, and internal documentation

• Jump in wherever there’s a gap—startups reward people who see what needs doing and do it

What We're Looking For

Must have

• 2+ years of experience in an administrative, operations, or coordinator role (startup experience is a plus)

• Highly organized with strong attention to detail

• Comfortable managing multiple priorities in a fast-paced environment

• Tech-savvy and comfortable with modern tools (Google Workspace, Slack, Claude, etc.)

• Proactive, anticipatory mindset

• Strong communication skills and professional presence

• Excited to be in-office in downtown Austin

Preferred

• Interest in healthcare or AI technology

• Enjoys creating positive team experiences

Compensation

Base salary: $65K–$80k

Equity: Meaningful ownership in a fast-growing healthtech startup

About Hello Patient

Hello Patient is transforming healthcare communication through advanced conversational AI. Our founding team spent 3.5 years scaling Carbon Health's technology during hypergrowth, where we saw firsthand how much clinical time gets wasted on basic communication—great clinicians buried in admin work, patients stuck in phone tag.

Our AI platform proactively engages patients through perfectly timed calls and texts, resolving complex interactions end-to-end—from scheduling to billing to retention. Built with security and compliance at its core, our technology integrates with existing healthcare infrastructure to deliver 24/7 patient engagement.

Backed by Scale and 8VC, we're building the future of healthcare communication, one conversation at a time.

Compensation Range: $65K - $80K