Workable
General Manager & Executive Assistant
Summary
The Sears Institute is seeking a General Manager & Executive Assistant (Hybrid) to serve as the operational backbone and trusted partner to the executive team. This role acts as a force multiplier, ensuring priorities move forward, meetings are prepped and followed through, recruiting is coordinated, and key decisions are documented and executed.
The ideal candidate is highly organized, discreet, and proactive — someone who thrives in a dynamic environment where no two days are alike. This position is central to keeping the executive team focused on high-impact activities while ensuring operations, recruiting, and documentation stay on track.
Our Values
Patient First – Compassion, dignity, and personalized care.
Excellence in Regenerative Medicine – Commitment to learning and practicing advanced, cutting-edge therapies.
High-Touch Concierge Service – Every patient experience should feel personalized, premium, and seamless.
Team Collaboration – Physicians, clinical staff, and front office working as one cohesive team.
Requirements
What You’ll Do
Executive Support & Operations
Manage executive calendars, inbox triage, travel coordination, and briefings.
Prepare agendas, decision memos, meeting summaries, and follow-ups.
Ensure meetings run on cadence, with pre-reads and agendas distributed at least 24 hours in advance.
Maintain confidentiality and discretion while handling sensitive business and personnel matters.
Coordinate with the Clinical Manager to ensure labs, charts, and test results are ready for scheduled patient visits.
Partner with clinical operations to streamline patient flow and reduce bottlenecks (e.g., appointment prep, room readiness).
Recruiting & People Operations
Coordinate hiring pipelines: posting jobs, screening, scheduling, assessments, and references.
Ensure candidates receive timely communications and professional interview experiences.
Maintain compliant documentation and scripts throughout recruiting.
Support onboarding/offboarding checklists, access control, and HR documentation.
Support process improvements between front desk, clinical staff, and executive leadership to ensure smooth daily operations
Documentation & Compliance
Maintain current SOPs, handbooks, and process documentation; ensure updates are reviewed monthly.
Track executive and team decisions, maintaining a “Decision/Action Register.”
Ensure organizational knowledge is systematized — not left in personal tools or memory.
Project & Vendor Coordination
Manage small operational projects, including vendor setup, tool provisioning, and light rollout planning.
Liaise across teams and with external partners to ensure alignment and follow-through.
Provide quarterly reporting on key metrics and operational improvements.
Oversee vendor relationships and manage ordering workflows for medical and office supplies, ensuring timely fulfillment.
Track and support inventory processes in collaboration with clinical staff (supplements, medical kits, and patient care materials).
Maintain documentation logs related to medical supply orders, vendor invoices, and compliance requirements.
Key areas of ownership that you will drive forward for the organization personally, and collaborating cross-functionally.
Keeping executive leadership focused on high-priority activities through calendar and inbox management.
Ensuring every meeting has a clear agenda, outcomes, and follow-up actions tracked to completion.
Driving the recruiting pipeline to stay timely, professional, and organized.
Owning organizational documentation (handbook, SOPs, access rosters) to prevent knowledge silos.
Coordinating light operational projects that improve efficiency and reduce bottlenecks.
You should bring expertise in these areas and can help to uplevel the team in:
Experience: 5+ years in executive administration, operations management, or hybrid EA/GM roles; healthcare or professional services preferred.
Skills: Calendar/email mastery, strong written communication, recruiting coordination, and project management.
Tools: MS Office/Google Suite, Asana/Monday/ClickUp, ATS and recruiting platforms (Indeed, ZipRecruiter, LinkedIn).
Soft Skills: Anticipatory thinking, sharp prioritization, discretion, and the ability to “manage up” effectively.
Style Fit: Thrives in a fast-paced, entrepreneurial environment where clarity, follow-through, and adaptability are essential.
30‑60‑90 Day Expectations
Within 30 Days, You’ll:
Shadow executives and learn preferred communication and decision-making styles.
Take over calendar, inbox triage, and agenda prep with executive approval.
Centralize recruiting pipelines and stand up a decision/action log.
Within 60 Days, You’ll:
Independently run weekly hiring huddles and maintain candidate trackers.
Refresh handbook, onboarding/offboarding checklists, and tool access lists.
Deliver hiring dashboards and documented operational playbooks.
Within 90 Days, You’ll:
Ensure ≥95% of decisions are tracked to completion.
Document top operational workflows and create a business continuity plan.
Serve as the “go-to” partner for executives, trusted to handle sensitive tasks and projects with minimal oversight.
Work Hours & Reporting
Standard schedule Monday–Friday, 9:00 a.m. – 6:00 p.m.
Reports directly to executive leadership.
Benefits
Full-time employees are eligible for benefits on the 1st of the month following 60 days of full-time employment.
Medical & Pharmacy
Dental
Vision
Health Savings Account (HSA)
Virtual Network Telehealth (including 24/7 Same-Day Virtual Urgent Care, Virtual Primary Care, Virtual Therapy, Virtual Specialty Care)
Paid time off: 10 vacation days + 10 sick days; vacation increases after 5 years.
401(k) — eligible after 1 year.
8 Paid holidays
Company-provided scrubs; no dark colors (color guidelines).
On payday, we'll provide a Catered lunch featuring organic, grass-fed, pasture-raised, and wild-caught ingredients.
Employee discounts on clinic products/services.
Free on-site exercise classes & equipment.
Organic perks (e.g., organic eggs from the farm).
Royal Palm Beach, FL, USA
Negotiable Salary
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