Executive Operations Assistant

Job Overview
We are looking for a highly organized, trustworthy, and proactive Executive Operations Assistant to support the CEO and executive office in a small hospital and healthcare business environment. This position will help manage executive scheduling, follow-up items, document organization, administrative projects, vendor coordination, and office support needs.

We are a small, close-knit hospital with a family-like culture. The right person will be professional and polished, but also warm, approachable, practical, and comfortable working in an environment where teamwork, trust, and follow-through matter.

This role is primarily a business executive support role. The position may also include limited additional scheduling or logistical support when related to the CEO’s availability, business continuity, or ability to meet company responsibilities.

This role is best suited for someone who is detail-oriented, discreet, and comfortable handling confidential information. The right person will be able to take direction, organize the next steps, and follow through until items are completed.

The position may be part-time or full-time depending on experience, availability, and business needs.

Responsibilities

Executive Support

• Manage and coordinate the CEO’s business calendar, meetings, appointments, reminders, travel, and follow-up items.
• Help organize priorities, deadlines, and open tasks.
• Coordinate meetings with employees, vendors, advisors, board members, and outside contacts.
• Prepare meeting notes, agendas, task lists, and follow-up summaries as needed.
• Assist with business travel, reservations, itineraries, and related logistics.
• Provide limited additional scheduling or logistical support when it relates to the CEO’s availability, business continuity, or ability to meet company responsibilities.

Administrative Office Support

• Organize, scan, file, and maintain sensitive company documents.
• Assist with confidential HR, legal, compliance, finance, and administrative records as directed.
• Help maintain organized filing systems, both electronic and paper.
• Support document naming, storage, retrieval, and tracking.
• Assist with administrative projects that require accuracy, discretion, and follow-through.

Project and Task Coordination

• Track assigned projects, open items, responsible parties, and deadlines.
• Follow up with internal and external parties until tasks are completed.
• Help create simple systems to improve organization, accountability, and workflow.
• Coordinate with vendors, contractors, consultants, and service providers.
• Research options and gather information for business needs.
• Assist with special projects assigned by the CEO or executive office.

Communication and Confidentiality

• Communicate professionally with employees, vendors, advisors, and business contacts.
• Handle confidential business, employee, financial, legal, and healthcare-related information with discretion.
• Use sound judgment when dealing with sensitive matters.
• Represent the executive office in a professional and polished manner.

Ideal Candidate

The ideal candidate is dependable, organized, discreet, and able to manage details without needing constant follow-up. This person should be comfortable working in a fast-moving environment and helping bring order to a wide range of administrative and executive tasks.

Because we are a small hospital, the right fit is someone who is willing to help where needed, treat people well, communicate respectfully, and work as part of a close team. We are looking for someone who can take a general instruction, figure out the next steps, communicate clearly, and get the task completed.

Qualifications

• Prior experience as an executive assistant, administrative assistant, office manager, project coordinator, operations coordinator, or similar role preferred.
• Strong organizational skills and attention to detail.
• Strong written and verbal communication skills.
• Ability to maintain confidentiality and use good judgment.
• Comfortable working with sensitive documents and confidential records.
• Strong technology skills, including calendar management, email, Microsoft Office or Google Workspace, spreadsheets, scanning, electronic filing, and online research.
• Ability to manage multiple priorities and follow through on open items.
• Professional appearance and demeanor.
• Reliable transportation.

Healthcare / Hospital Requirements

Because this position works in a hospital and healthcare administrative environment, the selected candidate must be able to meet company and healthcare-related employment requirements, which may include:

• HIPAA training and ongoing confidentiality requirements
• Annual compliance training
• Required vaccinations or approved exemptions, as applicable
• Background check
• Drug screening
• Ability to follow hospital policies related to privacy, safety, infection control, and employee conduct
• Additional training or documentation required for employees working in a healthcare setting

This role may involve access to confidential business, employee, financial, legal, and healthcare-related information. Strict confidentiality and sound judgment are essential.

Work Environment

This position will support the CEO and administrative office in a small hospital and healthcare business environment. We are a close-knit team, and this role requires professionalism, discretion, flexibility, and the ability to work well with others while handling confidential business, employee, and healthcare-related information.

Pay: $30.00 - $42.00 per hour

Benefits:

• 401(k)
• Dental insurance
• Health insurance
• Life insurance
• Paid time off
• Vision insurance

Work Location: In person