Executive Project Administrator

Job Overview
We are seeking a highly strategic and execution-driven Executive Project Admin. This individual will serve as a direct partner to the Chief of Staff, driving enterprise-wide project coordination, maintaining executive-level alignment, and ensuring strategic priorities move forward with clarity and accountability.

This is not a traditional role embedded within a single department. This position operates at the executive layer of the organization, supporting cross-pillar initiatives, leadership cadence, board preparation, and enterprise-wide coordination. The Executive Project Admin will sit in on leadership meetings, document and drive next steps, oversee enterprise timelines, and proactively identify risks or misalignment.

This role requires someone who anticipates needs rather than waiting for direction, brings structure to complexity, and confidently drives follow-through across teams.

Core Responsibilities

Enterprise Project Oversight & Execution

• Maintain visibility across all major enterprise initiatives spanning company practices, pillars, and corporate functions.
• Translate executive priorities into structured project plans, timelines, milestones, and accountability checkpoints.
• Drive meeting follow-up by clearly documenting decisions, action items, and ownership.
• Proactively identify stalled initiatives, timeline conflicts, or cross-functional misalignment and intervene constructively.
• Maintain and manage a centralized master tracker of strategic initiatives.
• Ensure projects move forward consistently and commitments are met.

Executive Meeting & Leadership Cadence Management

• Sit in executive, physician leadership, and cross-functional meetings to oversee coordination and alignment with detailed meeting minutes that will eventually turn into project plans.
• Drive project management within meetings—clarifying next steps, deadlines, and responsible parties.
• Prepare executive briefs, pre-reads, and structured agendas.
• Support board and PE-related preparation through organized tracking and coordination.
• Ensure executive leadership operates with clarity and proactive visibility.

Calendar & Strategic Coordination

• Schedule and manage the master executive calendar across leadership priorities, initiatives, summits, and board cadence.
• Serve as the strategic “puzzle piece” coordinator—ensuring initiatives, meetings, and timelines align cohesively.
• Primary coordinator responsible for c-suite travel booking flights, hotels, cars and building a detailed agenda

Cross-Functional Alignment & Integration

• Act as a coordination hub between departments and leadership.
• Ensure information flows accurately and efficiently across teams.
• Gather updates from department leads and consolidate progress reporting.
• Support integration and enterprise-wide initiatives with structured follow-through.
• Build and maintain tools (SharePoint, Teams, dashboards, trackers) that enhance accountability.

Systems & Process Optimization

• Identify workflow inefficiencies and recommend improvements.
• Design structured documentation systems to support enterprise growth.
• Build scalable project tracking frameworks within the Microsoft environment.
• Maintain organized records of enterprise documentation and deliverables.

Required Skills & Experience

Core Competencies

• Strong executive-level project management capability.
• Confident meeting presence with the ability to drive follow-up and accountability.
• Exceptional organizational and prioritization skills.
• Proactive mindset with high ownership and initiative.
• Ability to navigate complex, fast-paced environments.
• Strong written and verbal communication skills.
• High emotional intelligence and professionalism.
• Operates with a “roll up your sleeves” mentality while maintaining strategic perspective.

Technical Skills

• Advanced proficiency in Microsoft 365 (Outlook, Teams, SharePoint, Planner, Lists, Excel, Word, PowerPoint).
• Ability to build dashboards, trackers, and structured reporting tools.
• Comfortable learning and optimizing new systems.
• Experience in healthcare, multi-site organizations, or PE-backed environments preferred.

Qualifications

• Experience in project management, executive operations, or enterprise
• coordination.
• Experience supporting senior leadership strongly preferred.
• Bachelor’s degree preferred; equivalent experience considered.

Compensation
Base Salary Range: $85,000– $100,000 (Commensurate with experience)

Characteristics of a Strong Fit

• Self-starter who takes initiative without waiting to be told.
• Operates with a “no job too small” mindset and willingness to roll up their sleeves.
• Calm under pressure and excellent at anticipating needs.
• Consistent follow-through and accountability.
• High EQ and ability to interact with physicians, executives, and external partners professionally.
• Loves structure, process, and helping an organization stay aligned.

Pay: $75,000.00 - $100,000.00 per year

Benefits:

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

Application Question(s):

• Are you available to work occasional nights and weekends?

Education:

• Bachelor's (Preferred)

Experience:

• executive operations: 2 years (Preferred)

Ability to Commute:

• Red Bank, NJ 07701 (Preferred)

Work Location: In person