Executive Operations Assistant

The Executive Operations Coordinator serves as a strategic administrative and operational partner to the Chief Operating Officer (COO) and designated members of the Senior Leadership Team. The position is responsible for coordinating executive operations, managing complex calendars and meeting logistics, supporting organizational projects and strategic initiatives, assisting with quality and performance reporting, and facilitating communication across departments.

The Executive Operations Coordinator functions as a central resource for executive workflow management, project coordination, data reporting, committee administration, and operational follow-through. The incumbent must demonstrate exceptional organizational skills, sound judgment, professionalism, confidentiality, and the ability to manage multiple priorities in a fast-paced healthcare environment. The position plays a key role in supporting organizational effectiveness by helping leaders execute strategic, operational, quality, patient safety, and performance improvement initiatives. This position incorporates responsibilities traditionally associated with executive administration while expanding the role to include operational coordination, analytics support, and project management activities.

EDUCATION AND EXPERIENCE REQUIREMENTS:

• Associate’s degree required; Bachelor’s degree in Business Administration, Healthcare Administration, Project Management, Public Administration, or a related field preferred.
• Minimum of five (5) years of progressively responsible experience providing executive-level administrative support, preferably within a healthcare environment.
• Experience supporting senior leadership teams and coordinating organizational initiatives.
• Demonstrated experience managing multiple priorities independently in a fast-paced environment.
• Strong project coordination and organizational skills.
• Advanced proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook, Teams, and SharePoint).
• Strong analytical abilities with experience compiling, organizing, and reporting data.
• Excellent written, verbal, and interpersonal communication skills.
• Ability to exercise discretion and maintain strict confidentiality.
• Ability to work effectively with executive leadership, physicians, managers, board members, employees, external agencies, and community stakeholders.
• Strong attention to detail and commitment to accuracy.
• Experience preparing presentations, dashboards, reports, and meeting materials preferred.
• Knowledge of healthcare operations, quality improvement, patient safety, accreditation, and regulatory processes preferred.

PRIMARY RESPONSIBILITIES OF THE POSITION:

Executive Leadership Support

• Manage and maintain complex calendars for the COO and designated members of the Senior Leadership Team.
• Coordinate internal and external meetings, including scheduling, agenda preparation, logistics, meeting materials, and follow-up activities.
• Proactively identify and resolve scheduling conflicts and competing priorities.
• Manage executive communications including calls, correspondence, emails, and requests for information.
• Prepare executive reports, presentations, meeting materials, and briefing documents.
• Support senior leadership committees, councils, and workgroups through meeting coordination and administrative support.
• Maintain confidential records, correspondence, and organizational documents.
• Track assignments, projects, and leadership action items to ensure timely completion and accountability.
• Support preparation for Board of Trustees, Medical Executive Committee, and senior leadership meetings as assigned.
• Coordinate travel arrangements, conference registrations, and executive itineraries as needed.
• Data and payment entry for subgroup of Leadership, Providers, and Consultants

Quality and Performance Improvement Support

• Provide administrative and operational support to the Quality Department
• Participates in the analysis of quality data
• Assist in the preparation, maintenance, validation, and distribution of quality, patient safety, regulatory, and performance improvement reports.
• Coordinate scheduling and support activities for quality committees, accreditation meetings, performance improvement teams, and patient safety workgroups.
• Prepare meeting agendas, compile supporting materials, record minutes, and distribute follow-up documentation.
• Assist with tracking qual…