Executive Operations Manager

Job Description

Job Description

Position Overview

We are seeking a proactive and highly organized Executive Operations Manager to partner directly with Dr. Caleb Masterson, founder and CEO of a growing multi-site medical practice, allergy app startup, and personal brand. This role blends executive support, project coordination, digital management, and tech implementation. The ideal candidate thrives in a fast-paced environment, anticipates needs before they arise, and brings a growth-minded, tech-savvy approach to streamline workflows and keep priorities moving forward. This is a full-time hybrid position reporting directly to the founder.

Key Responsibilities

• Manage inbox and communications: sort, draft, and flag high-priority items.

• Coordinate and optimize calendar to balance leadership, family, and ministry priorities.

• Schedule and prepare meetings across multiple entities (practice, app, coaching/brand).

• Conduct research, prepare briefs, and ensure the founder is well-equipped for key discussions.

• Support rollout and improvement of the My Allergy Score app: testing features, documenting processes, gathering feedback, and assisting with integrations.

• Implement and manage digital tools, automations, and project management systems.

• Assist with social media scheduling, posting, and engagement to amplify the allergy app and personal brand.

• Collaborate with creative and marketing teams to execute campaigns and share results.

• Handle ad-hoc projects such as vendor coordination, travel booking, and operational research.
  
  

Required Qualifications

• 3+ years in executive support, operations, or project management.

• Proficiency in Google Workspace, Microsoft Office, and project management software.

• Strong technical aptitude with proven ability to quickly learn new tools (e.g., Zapier, scheduling platforms, CRMs).

• Excellent written and verbal communication skills; strong organizational habits with attention to detail.

• Demonstrated ability to manage competing priorities in a fast-moving environment

Preferred Skills

• Experience in healthcare, technology, or startup environments.

• Familiarity with mobile app workflows and patient-facing digital tools.

• Basic design skills (e.g., Canva) for light content needs.

• Strategic thinker who can anticipate needs and propose solutions without being asked

Cultural Alignment

We’re looking for someone who embodies our values:

• Fully Committed — dependable, consistent, and driven by excellence.

• Growth Minded — eager to learn, adapt, and improve processes continuously.

• Inspiring Friends — relational, empathetic, and a natural encourager.

• Easily Adaptable — thrives in a fast-paced, entrepreneurial environment.

• Reliable — trusted to execute with excellence and discretion.

What We Offer

• Competitive salary $35,000–$45,000 based on experience.

• Flexible hours with a hybrid work model.

• Opportunity to contribute to a mission-driven medical practice and app impacting thousands of lives.

• Professional development in digital tools, project management, and leadership.

• A front-row seat in scaling a rapidly growing, multi-site medical business and brand.

Allergy and sinus issues hold people back but, with our reimagined approach to relief, we make sure that everyone finds their breath of fresh air.

Company Description

Allergy and sinus issues hold people back but, with our reimagined approach to relief, we make sure that everyone finds their breath of fresh air.