Executive Assistant & Project Specialist

Summary

The Executive Assistant & Project Specialist provides high-level administrative support to the Chief Operating Officer and business unit leaders and coordinates projects and operational initiatives across StatimRx and Statim Logistics. This role helps organize priorities, maintain effective communication, track deliverables, and support a consistent client and contractor experience.

The position works closely with Operations, Client Services, Sales, Finance, Technology, and other business partners to coordinate meetings, prepare materials, document decisions, support implementations, improve processes, and ensure follow-up on key commitments. This is an individual contributor role with no direct people-management responsibilities.

Essential Duties and Responsibilities

This list of duties and responsibilities is not all inclusive and may be expanded to include other duties and responsibilities as management may deem necessary from time to time.

Executive Support & Coordination

Project Coordination & Implementation Support

• Coordinate assigned projects and client or contractor onboarding activities from planning through completion.
• Maintain project plans, timelines, task lists, status updates, documentation, and shared resources.
• Communicate with internal and external stakeholders regarding requirements, deadlines, risks, and outstanding items.
• Escalate delays, competing priorities, and issues to the appropriate leader and assist with resolution.

Client & Business Support

• Support preparation for client meetings, business reviews, implementation discussions, and internal planning sessions.
• Compile reports, presentation materials, performance information, and supporting documentation.
• Track client requests, commitments, and follow-up items and coordinate responses with the appropriate teams.

Reporting & Process Improvement

• Maintain routine dashboards, trackers, and status reports for operational and project activities.
• Collect, organize, and validate information used to monitor implementation, service, compliance, recruitment, and operational performance.
• Identify recurring administrative or process issues and recommend practical improvements.
• Assist with documenting standard operating procedures and implementing approved process changes.

Cross-Functional Collaboration

• Build effective working relationships across departments and with external business partners.
• Coordinate information and handoffs among teams to support timely, accurate execution.
• Adapt to changing priorities and support business and change-management initiatives as assigned.
• Maintain the confidentiality of information processed.
• Follow company policies and procedures
• Perform other duties and responsibilities as requested or required.

Qualifications

Associate or bachelor’s degree in Business Administration, Communications, Project Management, Healthcare Administration, Operations Management, or a related field preferred; an equivalent combination of education and relevant experience will be considered. Two (2) to five (5) years of experience in executive support, project coordination, operations, client services, or a related professional role is preferred. Proficiency with Microsoft Outlook, Excel, Word, PowerPoint, and collaboration or project-tracking tools is required. Experience with Monday.com, Salesforce, FreshDesk, Dispatch Science a plus.

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Experience supporting executives, coordinating projects, or managing administrative and operational workflows.
• Ability to organize multiple projects, maintain accurate documentation, and follow through on details with limited supervision.
• Ability to manage changing priorities in a fast-paced, dynamic environment.
• Strong written and verbal communication, interpersonal, and customer service skills.
• Strong time-management and organizational skills, with the ability to meet deadlines and prioritize effectively.
• Ability to prepare professional correspondence, reports, presentations, meeting notes, and project updates.
• Sound judgment, discretion, attention to detail, and practical problem-solving skills.

Preferred Qualifications

• Experience in healthcare services, logistics, pharmacy delivery, transportation networks, or another regulated service environment.
• Familiarity with contractor documentation, credentialing, onboarding, or compliance processes.
• Experience supporting client implementations, customer service, account management, or cross-functional projects.

Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. (The phrases “occasionally,” “regularly,” and “frequently” correspond to the following definitions: “Occasionally” means up to 1/3 of working time, “regularly” means between 1/3 and 2/3 of working time, and “frequently” means 2/3 and more working time.)

While performing the duties of this job, the employee is frequently required to sit; talk or hear; and use hands to handle, or touch objects or controls. The employee is regularly required to stand and walk. On occasion the incumbent may be required to stoop, bend or reach above the shoulders. The employee would rarely need to lift up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and ability to adjust focus.

Work Environment

The position is primarily based in our Denver, CO office with 3-4 days per week office presence. Hybrid remote work is available with proven ability to work independently and efficiently. The colleague may perform work-related travel on occasion. The emphasis is on travel for impact.

The above statements reflect the general details necessary to describe the principal functions of the occupation described and shall not be construed as a detailed description of all work inherent for the occupation.

EEO Statement

SPS Health, LLC, and all its affiliates, are equal opportunity employers committed to diversity and inclusion in the workplace. We prohibit discrimination and harassment of any kind based on race, color, sex, religion, sexual orientation, national origin, disability, genetic information, pregnancy, or any other protected characteristic as outlined by federal, state, or local laws.

This policy applies to all employment practices within our organization, including hiring, recruiting, promotion, termination, layoff, recall, leave of absence, compensation, benefits, training, and apprenticeship. The Company makes hiring decisions based solely on qualifications, merit, and business needs at the time. The Company complies with the Colorado Healthy Families & Workplaces Act.