Operations Director (US-Based Concierge Medicine Practice)

Work Arrangement: Remote (Strong EST Overlap Required)

Job Type: Independent Contractor (Full-time)

Salary Range: Based on experience, with performance-based bonuses

Work Schedule: 40 hours per week, with strong overlap in EST hours

Location: Remote, open to candidates from Latin America

About Pearl Talent:

Pearl works with the top 1% of candidates from around the world and connects them with the best startups in the US and EU. Our clients have raised over $5B in aggregate and are backed by companies like OpenAI, a16z, and Founders Fund. They’re looking for the sharpest, hungriest candidates who they can consistently promote and work with over many years. Candidates we’ve hired have been flown out to the US and EU to work with their clients, and even promoted to roles that match folks onshore in the US.

Hear why we exist, what we believe in, and who we’re building for: WATCH HERE

Why Work with Us?

We’re not just another recruiting firm—we focus on placing candidates with exceptional US and EU founders who prioritize the long-term success of their team members. We also provide retention bonuses at 3, 6, 9, and 12 months, as well as community-driven benefits like an annual retreat.

Role Overview:

We are seeking a hybrid Chief of Staff + Operations Director to support the Founder & CEO of a high-growth concierge medical practice at the intersection of integrative medicine, longevity, and elite service. This is a rare opportunity to work directly with a visionary Harvard-trained physician, balancing high-touch executive support with strategic execution and team accountability. Over time, you’ll help build and launch new business verticals across education, community, media, and wellness-aligned real estate.

Your Impact:

You will be the operational backbone for the CEO—enabling them to focus on transformative care, thought leadership, and venture building. Your work will ensure smooth team execution, drive patient growth strategies, elevate the founder’s brand, and help shape the next phase of the practice's expansion.

Core Responsibilities:

Founder Thought Leadership & PR Coordination

• Work alongside PR partners to elevate the founder’s visibility and authority.
• Lead logistics for speaking, podcast, media, and brand partnerships.
• Build founder’s LinkedIn presence and develop outreach campaigns.
• Drive efforts to secure advisory roles with leading health/lifestyle brands.

Patient Growth Strategy & Business Development

• Identify and support patient growth pathways, referral networks, and partnerships.
• Maintain outreach tracking for high-net-worth leads and opportunities.
• Collaborate with creative and PR teams to ensure brand consistency.
• Develop high-quality pitch materials and strategic relationship maps.

Venture Support & Strategic Projects

• Support the CEO in launching new business lines (courses, retreats, membership platforms, wellness-focused real estate).
• Conduct research, scope projects, and support hiring pipelines.
• Prepare for operational ownership of future ventures.

Team Coordination & Accountability

• Serve as an accountability partner to the leadership team.
• Run weekly team syncs, document priorities, and track deliverables across Microsoft Teams and Asana.
• Maintain centralized dashboards and reporting rituals.

Admin, Licensing & Finance Oversight

• Own compliance workflows: medical licensing, CME, malpractice, credentialing.
• Manage documentation and coordinate with legal, insurance, and accounting partners.
• Track expenses, manage QuickBooks entries, and prepare financial memos.

Operational Systems & SOPs

• Build and optimize systems in Microsoft Teams and Asana.
• Write and maintain SOPs across departments.
• Launch onboarding frameworks for future hires and vendors.

Executive Partnership

• Manage founder’s calendar, inbox, task flow, and communications with minimal input.
• Handle personal logistics, vendor coordination, and life operations as needed.
• Prioritize time ruthlessly; protect focus and energy.
• Prepare for and debrief meetings, surface key decisions, and ensure follow-through.

Must-Have:

• 7+ years supporting elite CEOs, physicians, or founders as EA, Chief of Staff, or senior operator.
• Experience working with HNWI/UHNWI clientele; understands discretion, tone, service, and brand polish.
• Outstanding communication, writing, and follow-up skills—no detail too small.
• Capable of toggling between EA-level service and executive-level thinking.
• Impeccable organizational instincts with experience in cross-functional environments.
• Mastery of Microsoft Teams, Asana, QuickBooks (or similar tools), and shared cloud systems.

Nice-to-Have:

• Experience in PR/media coordination, high-touch hospitality, or early-stage ventures.
• Familiarity with wellness, integrative medicine, or longevity sectors.

• Competitive Salary: Based on experience and skills

• Remote Work: Fully remote—work from anywhere
• Generous PTO: Ample paid time off to rest and recharge
• Health Coverage: HMO coverage after 3 months for full-time employees
• Direct Mentorship: Grow through guidance from international industry experts
• Learning & Development: Ongoing access to resources for professional growth
• Global Networking: Work and connect with professionals around the world
• Work-Life Balance: Flexible hours that support a healthy work-life balance