Executive Assistant & Operations Coordinator

Salary: $7.00 - $8.00/hour

*****IMPORTANT*****

To apply, kindly fill out this form: https://forms.integratedhire.com/t/rDSho2cTTCus

Note: Applicants that don't apply directly will not be considered.

Overview

A growing, mission-driven healthcare organization is seeking a highly organized Executive Assistant & Operations Coordinator to support the CEO and executive leadership team. This role will serve as the primary point of coordination for executive scheduling, inbox management, phone support, meeting preparation, follow-up tracking, and administrative operations.

The ideal candidate is proactive, detail-oriented, highly organized, and capable of creating structure within a fast-growing organization. Beyond traditional executive assistant responsibilities, this individual will help develop workflows, document processes, create accountability systems, and ensure important tasks and communications are properly managed and executed.

This position offers significant growth potential and the opportunity to support a leadership team dedicated to helping individuals navigate complex healthcare challenges. The organization values kindness, professionalism, service, accountability, and a people-first culture.

• Manage executive calendars, scheduling, appointments, and meeting coordination.
• Organize, prioritize, and manage executive inboxes to ensure timely communication and follow-up.
• Track action items, commitments, and deliverables resulting from meetings and conversations.
• Prepare executives for meetings by organizing agendas, notes, supporting documents, and background information.
• Coordinate travel arrangements, scheduling logistics, and executive communications.
• Maintain task trackers and accountability systems to ensure projects remain on schedule.
• Draft, organize, and manage professional correspondence on behalf of leadership.

• Serve as the first point of contact for inbound calls and external inquiries.
• Answer, screen, prioritize, and appropriately route incoming calls.
• Serve as the primary virtual receptionist and first impression for the organization.
• Escalate urgent matters, new referrals, customer concerns, and business opportunities.
• Provide professional, polished customer service and communication support.
• Assist with management of Google Voice, RingCentral, and related communication platforms.
• Ensure important communications are documented and followed through to completion.

• Create, document, and maintain Standard Operating Procedures (SOPs).
• Develop systems, workflows, trackers, and organizational processes that improve efficiency and accountability.
• Assist with preparation and coordination of leadership meetings, quarterly reviews, and performance discussions.
• Organize follow-up activities and ensure completion of assigned action items.
• Support special projects and operational initiatives across the organization.
• Identify opportunities to improve processes and administrative workflows.
• Assist leadership with implementing and maintaining organizational systems.

• Provide administrative support to the CEO and selected members of the executive leadership team.
• Coordinate communication and follow-up between departments and leadership.
• Assist with meeting preparation, documentation, and action item tracking.
• Support leadership initiatives and strategic projects as assigned.
• Maintain confidentiality and professionalism when handling sensitive information.

• Utilize Google Workspace including Gmail, Calendar, Docs, Sheets, Drive, Meet, and Gemini.
• Maintain accurate records, documentation, and tracking systems within cloud-based platforms.
• Assist with data gathering and reporting from company systems.
• Learn and navigate company-specific software platforms as needed.
• Support spreadsheet management, document organization, and information retrieval.

• Minimum 3 years of Executive Assistant, Administrative Assistant, Operations Coordinator, or similar experience supporting U.S.-based executives.
• Strong proficiency with Google Workspace required.
• Excellent written and verbal English communication skills.
• Professional phone presence with strong customer service skills.
• Highly organized with exceptional attention to detail.
• Strong follow-through and ability to manage multiple priorities simultaneously.
• Experience creating SOPs, workflows, organizational systems, and process documentation.
• Experience supporting multiple executives simultaneously.
• Self-starter capable of working independently with minimal supervision.
• Strong problem-solving, critical-thinking, and organizational skills.
• Ability to thrive in a fast-paced, growing organization.

• Experience supporting healthcare, case management, or healthcare-adjacent organizations.
• Familiarity with Salesforce or other CRM platforms.
• Experience with project coordination and process improvement initiatives.
• Experience serving as a virtual receptionist or handling client-facing communications.
• Familiarity with Google Voice, RingCentral, or similar communication platforms.

What we offer:

• Competitive compensation — $7–$8 per hour, paid in USD
• Fixed U.S. working schedule
• Fully remote role — work from anywhere
• Paid time off — 10 PTO days per year, plus 6 U.S. holidays off