Executive Assistant / Operations Coordinator
About The Position
At Skin and Aesthetics Center, the Executive Assistant / Operations Coordinator supports executive leadership and helps ensure smooth day-to-day operations across a growing network of dermatology practices in New Jersey, Illinois, Minnesota, and Pennsylvania. The role provides direct support to the Chief Executive Officer and Chief Financial Officer, including calendar and correspondence management, meeting preparation, and follow-through. It also serves as a communication link between leadership and HR, Finance, and Operations on provider recruiting and company initiatives. The position also supports Operations by maintaining project and timeline tracking for the Operations team and Practice Managers, organizing operational reference materials, and keeping key renewal dates visible to the appropriate owners. It provides additional administrative support to practice leadership as needed. The role is remote, based in Birmingham, Alabama, with occasional travel to practice locations or company meetings potentially requested. The ideal candidate is organized, discreet, able to manage many moving parts, and comfortable with both executive-level meeting preparation and operational follow-through.
Requirements
- Associate degree in Business Administration, Healthcare Administration, or a related field.
- At least three years of experience as an executive assistant supporting senior leadership, or in operations or project coordination.
- Proficiency in Microsoft Outlook, Word, Excel, PowerPoint, and Teams, including building and maintaining trackers in Excel.
- Strong written and verbal communication skills.
- Ability to handle confidential business, financial, and personnel information with discretion.
- Reliable home office setup with high-speed internet for remote work.
- Ability to work independently in a remote environment and adapt to shifting priorities.
Nice To Haves
- Bachelor’s degree in Business Administration, Healthcare Administration, or a related field.
- Experience supporting a CEO, CFO, or other C-level executive.
- Experience in a multi-site medical practice, healthcare management organization, or dermatology setting.
- Experience coordinating provider recruiting, credentialing, or onboarding.
- Experience with HRIS or payroll platforms; Paycom experience is a plus.
- Familiarity with EHR and practice management systems; EMA/ModMed experience is a plus.
Responsibilities
- Manage complex calendars for the CEO and CFO, including scheduling across multiple locations and time zones.
- Triage incoming requests, correspondence, and inquiries; prioritize, route, and close the loop on behalf of leadership.
- Prepare agendas, materials, and follow-up notes for leadership meetings, manager calls, and company events.
- Track executive-level action items and ensure timely follow-through.
- Coordinate travel, itineraries, expense reports, and logistics for executive site visits and meetings.
- Serve as a communication link between the CEO/CFO and HR, Finance, Operations, and other departments on company initiatives.
- Maintain the Operations project tracker, monitor initiative owners, deadlines, and status updates, follow up with stakeholders, and report progress to leadership.
- Provide administrative and project support to Practice Managers, including scheduling, document preparation, vendor coordination, and follow-through on open items.
- Support operational readiness for new locations, provider additions, and practice transitions by tracking tasks and cross-department handoffs.
- Prepare and maintain operational reports, trackers, and presentations for leadership review.
- Keep shared files, templates, and standard operating procedures organized and current.
- Coordinate interview scheduling and communication for provider candidates in partnership with Leadership and Talent Acquisition.
- Support onboarding logistics for new providers and managers by coordinating equipment, system access, and first-day readiness in partnership with HR, IT, and Operations.
- Maintain organized archives of executive documents, operational templates, SOPs, and practice-level reference material.
- Track key operational dates, including lease renewals, vendor contract dates, and licenses, and notify the responsible department ahead of deadlines.
- Deliver a concierge-level experience to internal and external contacts.
- Perform other duties as assigned to support clinical operations and consistent with the responsibilities of the role.
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What This Job Offers
Job Type
Full-time
Career Level
Mid Level
Education Level
Associate degree
