Operations Executive Assistant

Job Summary
We are seeking a highly organized and proactive Operations Executive Assistant to support our administrative and operational functions. The ideal candidate will possess a strong background in office management, project coordination, and executive administrative support. This role requires exceptional organizational skills, attention to detail, and the ability to manage multiple tasks efficiently. As an integral part of our team, you will facilitate smooth daily operations, coordinate projects, and provide comprehensive support to senior management to enhance overall productivity.

Job Title: Operations Executive Assistant

Division: Corporate FLSA: Exempt

Department: Operations

Reports To: COO, CAO, & AVP Clinical Operations Last Updated: May 2026

General Summary:

The Executive Administrative Assistant (EA) supports the Operations Executive Team members. The EA will be responsible for a broad range of administrative, reporting and data analytics, as well as coordinator duties. This position requires initiative, judgment, and independent decision-making skills. The EA must be creative and enjoy working within a diverse, fast-paced environment that is mission and results-driven.

Essential Duties and Responsibilities:

• Coordinate executive leadership meetings, agendas, minutes, and follow-up action items.
• Assist with physician onboarding, credentialing follow-up, and operational readiness coordination.
• Support residency program operations, educational initiatives, and GME-related administrative processes.
• Track operational projects, timelines, and deliverables across multiple facilities and departments.
• Maintain and organize confidential operational, financial, and physician-related documents.
• Serve as a liaison between executive leadership, physicians, facility leadership, and corporate departments.
• Assist with planning and coordination of leadership meetings, physician meetings, and facility events.
• Monitor and follow up on urgent operational issues to ensure timely resolution and communication.
• Support travel arrangements, expense coordination, and itinerary management for executive leadership.
• Prepare executive summaries, reports, spreadsheets, presentations, and meeting materials.
• Coordinate communication and scheduling across multiple hospital campuses and stakeholders.
• Assist with Smartsheet/project tracking updates and follow-up on assigned operational initiatives.
• Help support scheduling coordination related to physician leadership, medical directors, and residency leadership.
• Manage sensitive and confidential information with professionalism and discretion.
• Support process improvement initiatives and help maintain efficient administrative workflows.
• Provide administrative and operational support for strategic initiatives, expansion projects, and special assignments.
• Assist with meeting technology setup, audiovisual coordination, and virtual meeting support.
• Track and coordinate follow-up items from MDR meetings, leadership discussions, and operational reviews.
• Support physician engagement and recognition initiatives as directed by leadership.
• Maintain flexibility to support rapidly changing operational priorities in a fast-paced healthcare environment.
• Perform other administrative and operational duties as assigned by executive leadership.
• Support the administrative coordination of relationships with Post-Acute partners
• Administer meetings and events for Post-Acute relationship management and growth
• Designate touchpoints with Post-Acute staff

Knowledge, Skills, and/or Abilities Required:

• Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
• Strong organizational skills that reflect the ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail.
• Very strong interpersonal skills and the ability to build relationships with stakeholders, including staff, board members, and external partners.
• Expert level of written and verbal communication skills.
• Expert level of Microsoft Outlook and PowerPoint.
• Demonstrated proactive approaches to problem-solving with strong decision-making capability.
• Emotional maturity and adaptability.
• Must operate well in a team environment as well as perform job duties with little supervision.
• Adhere to regulatory, departmental and company policies in an ethical manner

Education/Vocational/Previous Experience Recommendations:

• Bachelor’s Degree Required.
• 3+ years of experience in supporting Executives Required.
• Must hold a valid driver’s license.
• Must be proficient in Microsoft Office (Outlook, Word, PowerPoint).

Working Conditions:

• Working in Corporate Office and Remotely.
• 20% Travel Required.
• Full Time

For more information, please go to www.pioneermedicalgroupflorida.com.

Pay: $65,000.00 - $70,000.00 per year

Benefits:

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

Work Location: Hybrid remote in Temple Terrace, FL 33637