Administrative Assistant-Healthcare Operations-AZ-Remote

About the Role

We are a growing healthcare company seeking a highly organized, proactive, and resourceful Operations Support Specialist to join our team. This is a fully remote position that reports directly to the CEO, providing day-to-day administrative and operational support to our executive team. This role exists to reduce operational distraction — owning scheduling, logistics, and coordination so our leaders can stay focused on execution and decision-making. Beyond executive support, this role has the opportunity to contribute to a wide range of projects and initiatives across the broader organization, making it a dynamic position with meaningful visibility and impact. While the role is remote, we have a strong preference for candidates based in the Phoenix, AZ metro area. Candidates located outside of the Phoenix market should be prepared for travel to Phoenix and potentially other markets a few times per year to support on-site events, company activities, and leadership gatherings. All travel expenses are covered by the company.

This is not a passive administrative role. We are looking for someone who anticipates needs, solves problems before they surface, and brings creative thinking to every challenge. If you thrive in fast-paced environments, love getting things done, and take genuine pride in operational excellence, we want to hear from you.

What You'll Do

Executive & Leadership Support

• Manage complex calendaring and scheduling for the executive team, including prioritization of competing demands across time zones
• Coordinate and prepare for internal and external meetings, including agendas, pre-reads, action item tracking, and follow-through
• Serve as a communication liaison, triaging correspondence and ensuring timely responses on behalf of leadership
• Anticipate leadership needs and proactively address scheduling conflicts, logistical gaps, and coordination challenges, including same-day changes and time-sensitive requests when required

Operations & Event Coordination

• Plan and execute virtual and in-person company events, team meetings, and leadership offsites from concept to completion
• Serve as a flexible operational resource across the organization, supporting projects, initiatives, and teams beyond the executive level as business needs evolve
• Support operational workflows including document management, process documentation, and administrative system upkeep
• Manage vendor and venue relationships as needed for events and organizational activities

Administrative Excellence

• Maintain organized digital filing systems, shared drives, and operational documentation
• Track and follow up on action items, deliverables, and deadlines across multiple stakeholders
• Handle ad hoc administrative projects with discretion, speed, and accuracy
• Identify opportunities to streamline administrative processes and proactively recommend improvements

What We're Looking For

Required Qualifications

• 3–5 years of experience in an executive assistant, operations support, or administrative coordinator role
• Exceptional attention to detail; you catch what others miss and take pride in accuracy
• Demonstrated ability to think creatively and problem-solve with limited direction
• Advanced proficiency in Microsoft Outlook, calendar management, and scheduling tools
• Strong working knowledge of Microsoft Office Suite (Word, Excel, PowerPoint), Microsoft Teams, and collaboration platforms; comfortable receiving and managing requests across multiple channels including email, Teams, Asana, and occasional text
• Excellent written and verbal communication skills, professional, clear, and concise
• Proven ability to manage multiple priorities simultaneously without dropping the ball
• High degree of discretion and confidentiality, as you will have access to sensitive organizational information
• Service-oriented mindset with professional judgment; you take pride in supporting others and getting things done right
• Self-starter mentality with the discipline to thrive in a fully remote environment; calm and effective under pressure, with the ability to handle ambiguity and shifting priorities without constant direction

Preferred Qualifications

• Experience in a healthcare, health-tech, or similarly regulated industry
• Familiarity with HIPAA compliance in an administrative or operational context
• Hands-on experience with Asana is a strong plus; this role will involve actively working within Asana on a regular basis, including updating and managing tasks, creating and organizing projects, and supporting team-wide workflow tracking
• Prior experience supporting senior or executive leadership in a remote setting

What Success Looks Like

In the first 90 days, a successful candidate will have established trust with the executive team, developed a reliable system for managing competing priorities, begun contributing to broader organizational projects, and demonstrated the initiative to identify and close operational gaps without being asked.

Compensation & Benefits

Salary Range: $48,000 – $65,000 annually, commensurate with experience

The compensation range reflects market benchmarks for a mid-level remote operations/EA role in the Phoenix, AZ metro market (MST alignment) within the healthcare sector. Candidates with demonstrated experience supporting executive leadership and coordinating complex operations may be considered at the higher end of this range.

• 100% remote work environment with travel to Phoenix, AZ and other markets a few times per year for on-site events and company activities (all travel expenses covered)
• Comprehensive health insurance (medical, dental, and vision)
• 401(k) retirement plan
• Paid time off (PTO)
• Collaborative, mission-driven team culture
• Opportunity to grow with a scaling healthcare organization
• Direct visibility and impact at the executive level

Job Type: Full-time

Pay: $48,000.00 - $65,000.00 per year

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Employee assistance program
• Health insurance
• Paid time off
• Vision insurance

Location:

• Arizona (Preferred)

Work Location: Remote