Executive Assistant, CEO

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Executive Assistant, CEO

Corona del Mar, California, United States

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Tebra only initiates contact with candidates via email from an official Tebra email address (@tebra.com, @patientpop.com, or @kareo.com) or through our applicant tracking system, Greenhouse. We will only ask you to provide sensitive personal information through our official application portal - not via social media or text message. We do not conduct interviews via instant messaging.

About the Role

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.

Your Area of Focus

* 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.

Your Professional Qualifications

* 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.

(For Recruiter use only) #LI-EM1 #LI-Hybrid

In compliance with California's pay transparency laws, the compensation range for this position will be provided and may include an hourly rate, annual salary, or On-Target Earnings (OTE), depending on the nature of the role. The specific compensation structure and detailed range will be discussed with qualified candidates during the initial talent screen.

Remote Pay Range

$130,000 - $150,000 USD

About Tebra

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.

Our Values

Start with the Customer

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

Keep It Simple

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

Stay Entrepreneurial

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

Better Together

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

Celebrate Success

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

Perks & Benefits

United States: 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 Gympass for a great workout, or TelusEmployee Assistance Program to find mental health resources, along with other resources for everyday occurrences.

Costa Rica: To assist with all of life's needs, Tebra also offers a wellness and childcare subsidy and a University/Education discount! We also offer a number of resources to help you keep your mind and body healthy. Check out Gympass for access to health and fitness apps, or Telus Employee Assistance Program to find mental health resources, along with other resources for everyday occurrences.

Compliance & Privacy Disclosures

NOTE: Tebra is an equal opportunity employer. All applicants will be considered for employment without attention to age, race, color, religion, sex, sexual orientation, gender identity, national origin, veteran or disability status.

California residents who apply or are recruited for a job with us: please carefully review our California-specific Privacy Notice under the California Consumer Protection Act here: https://www.tebra.com/privacy-policy/california-supplemental-notice/

If you would like to report a fraudulent Tebra job posting, please contact us at talentacquisition@tebra.com and consider reporting your experience to the FBI's Internet Crime Complaint Center or the Better Business Bureau to help keep others safe online, too.

As part of our commitment to a fair and efficient hiring process, Tebra utilizes BrightHire, an interview intelligence platform, for our phone and video screenings. This technology records and transcribes interviews to help us ensure consistency, reduce bias, and make more informed hiring decisions. By applying for this position, you acknowledge that your interview may be recorded.

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How many years of dedicated support have you provided to a C-Level Executive in a Mid-Market company (approx. 100-1,000 employees)?*

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Are you able to reliably commute to our Corona del Mar, CA office two or more days per week, as required for this hybrid position?*

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Have you been responsible for the end-to-end management of complex domestic and international travel and expense reports for an executive?*

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1. I have extensive experience and am deeply familiar with the commitment to absolute confidentiality and discretion in executive support.

2. I have some experience and understand the importance of discretion in supporting an executive.

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This role requires the ability to quickly pivot and manage high-volume requests in a fast-paced environment. How do you primarily ensure your executive is always fully prepared for their meetings?*

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1. I proactively identify needs, gather materials, and confirm logistics 24-48 hours in advance, often without being asked.

2. I gather all necessary materials when the executive requests them.

3. I rely on others (e.g., meeting owners) to ensure the executive is prepared.

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