Executive Assistant / Operations Coordinator

Work from home - Birmingham, AL 35203

• Salary Range: $60,000.00 - $75,000.00 Salary/year
• Position Type: Full Time
• Job Shift: Day
• Travel Percentage: None
• Category: Admin - Clerical

At Skin and Aesthetics Center, our Executive Assistant / Operations Coordinator plays a key role in supporting executive leadership and ensuring smooth day-to-day operations across our growing network of dermatology practices in New Jersey, Illinois, Minnesota, and Pennsylvania. As part of a comprehensive healthcare management services organization, this role provides direct support to the Chief Executive Officer and Chief Financial Officer, managing their calendars, correspondence, meeting preparation, and follow-through, and serving as a communication link between leadership and HR, Finance, and Operations on provider recruiting and company initiatives.

Beyond executive support, the role extends into Operations by maintaining project and timeline tracking for the Operations team and Practice Managers, organizing the company’s operational reference materials, and keeping key renewal dates visible to the appropriate owners. The Executive Assistant / Operations Coordinator also provides administrative support to practice leadership when additional operational assistance is needed. The ideal candidate is organized, discreet, and comfortable managing many moving parts at once, and is equally confident preparing a board-level agenda or ensuring a vendor renewal is completed on time.

Minimum Qualifications:

· Associate degree in Business Administration, Healthcare Administration, or a related field

· Minimum of 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

Preferred Qualifications:

· 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 a plus

· Familiarity with EHR and practice management systems; EMA/ModMed experience 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, monitoring 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 (lease renewals, vendor contract dates, licenses) and notify the responsible department ahead of deadlines

· Deliver a concierge-level experience to internal and external contacts

· Other duties as assigned to support clinical operations and consistent with the responsibilities of the role.

Travel Requirements:

· This is a remote position. Occasional travel to practice locations or company meetings may be requested.

Locations Required : Remote

Key Skills:

· Executive calendar, inbox, and meeting management

· Project and timeline tracking across multiple practices and stakeholders

· Anticipates what leadership and the practices need next and gets ahead of it

· Records and document management, including renewal and expiration tracking

· Strong organization, prioritization, and attention to detail

· Clear, professional written and verbal communication

· Discretion with confidential business and personnel information

· Proficiency in Microsoft Office, particularly Outlook and Excel

· Ability to work independently in a remote environment and adapt to shifting priorities