Executive Assistant & Project Coordinator, Operations | UMC Physicians

UMC Health System

5d•Onsite

About The Position

The Executive Assistant & Project Coordinator provides high-level administrative and operational support to the Vice President/COO and assists Operations Directors. This role combines traditional executive assistance with project management and event coordination responsibilities, ensuring seamless execution of strategic initiatives and organizational priorities.

Requirements

Bachelor’s degree preferred or equivalent experience.
5+ years of experience as an Executive Assistant or in a similar role.
Strong organizational and project management skills.
Excellent communication and interpersonal abilities.
Proficiency in Microsoft Office Suite and project management tools (e.g., Asana, Trello).
Ability to work independently and manage multiple priorities in a fast-paced environment.

Nice To Haves

Healthcare industry experience preferred.

Responsibilities

Manage and optimize the VP/COO’s calendar, schedule meetings, and coordinate travel arrangements.
Screen and prioritize phone calls, emails, and correspondence.
Prepare meeting agendas, presentations, and executive reports.
Plan, organize, and track projects across the executive office and operations teams.
Monitor timelines, deliverables, and ensure follow-up on action items.
Serve as a liaison between the VP/COO and Operations Directors for project updates.
Coordinate large-scale meetings, conferences, and organizational events.
Handle logistics including venue selection, catering, technology setup, and attendee communication.
Provide administrative assistance to Operations Directors as needed.
Support process improvement initiatives and help streamline workflows.
Maintain confidentiality and exercise discretion in handling sensitive information.