Manager, Executive Admin Operations

MedAmerica • Elk Grove, CA

4h • $85,170 - $106,465 • Remote

About The Position

Provide vision, leadership and direction to a team of Executive Assistants and Supervisors of Administrative Coordinators who are supporting senior leaders across the organization.
Exercise independent judgment in the development and implementation of team strategies, priorities, and operational frameworks.
Develop and execute strategies for talent acquisition, performance management, and succession planning within the administrative function.
Establish and monitor performance metrics and service standards to ensure consistent, high-quality executive support.
Foster a culture of trust, inclusion, accountability, and continuous learning through regular coaching, mentorship, and development planning.
Independently design, implement, and manage standardized systems, tools, and workflows that streamline administrative operations and align with enterprise priorities.
Oversee workload distribution and resource planning across executive offices, making informed, data-driven decisions to maximize efficiency and service delivery.
Conduct ongoing assessments of administrative processes, identifying opportunities for automation, modernization, and improved cross-functional coordination.
Stay informed on emerging trends, technologies, and best practices in administrative and executive support.
Develop and manage departmental budgets related to administrative operations, ensuring responsible fiscal responsibility and cost-effectiveness.
Lead change management initiatives that advance administrative practices and elevate the impact of the support team on organizational outcomes.
Partner with executive and senior leadership to assess, define, and evolve the model of executive support in alignment with organizational objectives.
Provide strategic consultation to leaders on best practices for leveraging administrative partnerships, optimizing scheduling, communication, and project execution.
Lead initiatives that elevate administrative capabilities to a strategic level, ensuring support staff contribute meaningfully to leadership priorities and enterprise outcomes.
Ensure the team manages complex, high-impact administrative functions with efficiency, discretion, and professionalism.
Serve as the primary liaison between executive leadership and administrative professionals to ensure clarity, coordination, and alignment across divisions.
Collaborate with People Operations, IT, and Clinical Operations to ensure administrative systems and resources effectively support enterprise-wide initiatives.
Represent the administrative function in organizational planning discussions, advocating for continuous improvement and alignment with Vituity’s strategic goals.
Build and sustain trusted relationships with senior leaders, consistently modeling exceptional judgment, communication, and professionalism.

Requirements

• Bachelor’s degree in business administration, Organizational Leadership, or related field required.
• Minimum 7 years of progressive administrative or operational experience, including at least 3 years in a people management capacity required.
• Demonstrated experience managing executive-level support functions in a complex, fast-paced organization.
• Proficiency with collaboration and productivity tools (e.g., Microsoft 365, Concur, Salesforce, NetSuite).
• Proven success in leading teams through change and implementing process improvements that drive measurable results.
• Proven ability to inspire, guide, and elevate a professional administrative team.
• Exceptional written and verbal communication skills with experience supporting senior executives.
• Expertise in optimizing workflows, systems, and processes for scalability and efficiency.
• Skilled in workforce planning, prioritization, and cross-functional alignment.
• Ability to manage confidential information with the utmost integrity.
• Commitment to innovation, learning, and operational advancement.

Nice To Haves

• Master’s degree preferred.

Responsibilities

• Provide vision, leadership and direction to a team of Executive Assistants and Supervisors of Administrative Coordinators who are supporting senior leaders across the organization.
• Exercise independent judgment in the development and implementation of team strategies, priorities, and operational frameworks.
• Develop and execute strategies for talent acquisition, performance management, and succession planning within the administrative function.
• Establish and monitor performance metrics and service standards to ensure consistent, high-quality executive support.
• Foster a culture of trust, inclusion, accountability, and continuous learning through regular coaching, mentorship, and development planning.
• Independently design, implement, and manage standardized systems, tools, and workflows that streamline administrative operations and align with enterprise priorities.
• Oversee workload distribution and resource planning across executive offices, making informed, data-driven decisions to maximize efficiency and service delivery.
• Conduct ongoing assessments of administrative processes, identifying opportunities for automation, modernization, and improved cross-functional coordination.
• Stay informed on emerging trends, technologies, and best practices in administrative and executive support.
• Develop and manage departmental budgets related to administrative operations, ensuring responsible fiscal responsibility and cost-effectiveness.
• Lead change management initiatives that advance administrative practices and elevate the impact of the support team on organizational outcomes.
• Partner with executive and senior leadership to assess, define, and evolve the model of executive support in alignment with organizational objectives.
• Provide strategic consultation to leaders on best practices for leveraging administrative partnerships, optimizing scheduling, communication, and project execution.
• Lead initiatives that elevate administrative capabilities to a strategic level, ensuring support staff contribute meaningfully to leadership priorities and enterprise outcomes.
• Ensure the team manages complex, high-impact administrative functions with efficiency, discretion, and professionalism.
• Serve as the primary liaison between executive leadership and administrative professionals to ensure clarity, coordination, and alignment across divisions.
• Collaborate with People Operations, IT, and Clinical Operations to ensure administrative systems and resources effectively support enterprise-wide initiatives.
• Represent the administrative function in organizational planning discussions, advocating for continuous improvement and alignment with Vituity’s strategic goals.
• Build and sustain trusted relationships with senior leaders, consistently modeling exceptional judgment, communication, and professionalism.

Benefits

• Superior health plan options
• Dental, Vision, HSA/FSA, Life and AD&D coverage, and more
• Top Tier 401(k) retirement savings plans that offers a $1.20 match for every dollar up to 6%25
• Outstanding Paid Time Off: 3-4 weeks’ vacation, Paid holidays, Sabbatical
• Student Loan Refinancing Discounts
• Professional and Career Development Program
• EAP, travel assistance, and identify theft included
• Wellness program

What This Job Offers

• Job Type: Full-time
• Career Level: Manager
• Number of Employees: 1,001-5,000 employees