Executive Operations Specialist
About The Position
The Executive Operations Specialist provides strategic executive, operational, and administrative support to the CEO and executive leadership team. This highly independent role manages executive support, project management, operational coordination, communications, and financial administration while driving strategic initiatives, improving operational efficiency, and facilitating effective communication across the organization. As a trusted partner to executive leadership, the Executive Operations Specialist plays a critical role in helping the organization achieve its strategic and operational objectives. These behaviors are based on Eyesight’s culture and values critical to supporting the organization’s mission of providing uncompromising care to patients.
Requirements
- Bachelor's degree or equivalent combination of education and experience.
- Five or more years of progressively responsible experience in executive support, project management, operations, or a related field.
- Advanced proficiency with Microsoft 365 applications, including Excel, Teams, Word, PowerPoint, and SharePoint.
- Demonstrated experience managing complex projects and supporting senior leaders.
- Advanced organizational, communication, and problem-solving skills.
Nice To Haves
- Experience in healthcare or medical practice operations.
- Familiarity with ophthalmology or medical terminology.
- Financial, insurance, or accounts payable experience.
Responsibilities
- Partner closely with the CEO to maximize productivity and organizational effectiveness.
- Coordinate complex schedules, meetings, travel arrangements, and executive priorities.
- Meet regularly with the CEO to support strategic planning, capture key decisions, and track progress on initiatives.
- Prepare reports, summaries, presentations, and research to support executive decision-making.
- Lead and coordinate multiple projects simultaneously, ensuring deadlines and deliverables are met.
- Develop and improve processes that support organizational growth and operational excellence.
- Track action items, monitor project progress, and facilitate accountability across departments.
- Support larger cross-functional initiatives involving multiple stakeholders.
- Draft, edit, and distribute communications for employees, providers, leadership teams, and external partners.
- Manage executive correspondence and ensure timely, professional follow-up.
- Build strong working relationships with leaders, staff, providers, and vendors.
- Organize and coordinate meetings at all levels of the organization.
- Develop agendas, prepare materials, document discussions, and distribute meeting minutes.
- Support virtual and in-person meetings while ensuring effective follow-through on action items.
- Manage and reconcile financial processes, including accounts payable, credit card reconciliation, insurance payments, and other administrative financial functions.
- Assist with reporting, tracking, and analysis that supports organizational objectives.
- Conduct research and gather information to support strategic initiatives.
- Prepare dashboards, reports, pivot tables, and analytical summaries that help leaders make informed decisions.
- Identify trends, issues, and opportunities through data analysis.
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What This Job Offers
Job Type
Full-time
Career Level
Executive
