EXECUTIVE ASSISTANT TO THE DIRECTOR OF OPERATIONS

Description

EXECUTIVE ASSISTANT TO THE DIRECTOR OF OPERATIONS JOB SUMMARY

Provides high-level executive administrative support to the Director of Operations, with a strong emphasis on tracking, managing, and following up on key projects, initiatives, and action items. This role requires exceptional organizational and communication skills, sound judgment, and the ability to handle sensitive information with discretion. The Executive Assistant serves as a vital liaison between the Director, leadership team, and clinic sites, ensuring priorities are communicated clearly and executed effectively. The ideal candidate thrives in a fast-paced, mission-driven environment and consistently demonstrates initiative, adaptability, and professionalism.

EXECUTIVE ASSISTANT TO THE DIRECTOR OF OPERATIONS ESSENTIAL DUTIES AND RESPONSIBILITIES

• Serve as a point of contact for internal and external stakeholders on matters related to the Director of Operations.
• Prepares agenda items; takes and transcribes minutes of meetings as requested.
• Support the Director in preparing for executive and leadership meetings as assigned, including compiling reports, operational reviews, data trends, and updates.
• Liaise with clinic managers, department leaders, and senior leadership to align the Director’s operational goals and ensure consistent communication.
• Maintain organized and accessible electronic and physical records to support efficient information retrieval for the Director, and continuity.
• Conduct research and compile data to prepare executive summaries, dashboards, and briefings that support informed decision-making.
• Track, manage, and follow up on key action items, projects, and initiatives to ensure deadlines are met and priorities are maintained.
• Draft, proofread, and produce high-quality correspondence, reports, proposals, presentations, and executive-level communications.
• Maintain the highest level of discretion when handling confidential and sensitive information regarding patients, staff, strategy, and compliance.
• Conduct onsite visits to CCHC clinic locations at the direction of the Director to observe and assess operational effectiveness and support ongoing process improvement efforts.
• Support the Director in preparing for and responding to audits, regulatory surveys, compliance reviews, and quality improvement initiatives.
• Responsible for maintaining and updating operational policies, procedures, and protocols to ensure alignment with current practices and regulatory standards.
• Coordinate and execute logistics for special projects and events, as assigned.
• Oversees projects and special assignments in support of the Director of Operations and the broader operations team, as assigned.
• Supports existing administrative staff and covers their responsibilities during vacations, unplanned absences or other unexpected situations. 
• Manage the Director’s calendar; scheduling meetings while optimizing time and priorities.
• Performs other related duties as assigned.

Requirements

 EXECUTIVE ASSISTANT TO THE DIRECTOR OF OPERATIONS EDUCATION, TRAINING AND EXPERIENCE

• Minimum 4 years of administrative experience or equivalent.

 EXECUTIVE ASSISTANT TO THE DIRECTOR OF OPERATIONS  KNOWLEDGE, SKILLS, AND ABILITIES

• Ability to find solutions when barriers are identified.
• Strong documentation skills. 
• Ability to multi-task and prioritize when needed.
• Ability to independently seek out resources and work collaboratively.
• Ability to read, understand and follow oral and written instructions. 
• Experience and work ethics that supports working within a high functioning, team-oriented environment.
• Demonstrates a willingness and ability to work under supervision.
• Ability to develop and maintain good working relationships with staff.
• Ability to use computer and learn new software programs.
• Excellent interpersonal skills reflecting clarity and diplomacy and the ability to communicate accurately and effectively with all levels of staff and management.
• Demonstrates ability to work in a regulatory climate that includes oversight of state and federal entities, payer contracts etc.
• Possesses ability to communicate effectively, both verbally and in writing.
• Possesses genuine respect for others and acceptance of their individual social and cultural traits.
• Proficient knowledge of Microsoft Office.
• Able to travel and attend professional meetings, conferences, trainings and clinic sites. 
• Demonstrate flexibility, enthusiasm, and willingness to cooperate while working with others in multi-disciplinary teams.
• Performs other related duties as assigned.

 EXECUTIVE ASSISTANT TO THE DIRECTOR OF OPERATIONS PAY RANGE: $26-$30/hr (dependent on experience)

 EXECUTIVE ASSISTANT TO THE DIRECTOR OF OPERATIONS  BENEFITS:

• Medical, Dental and Vision – 100% paid by Employer
• Life Insurance and Accidental Dismemberment – 100% paid by Employer
• Paid Holidays
• Paid Time Off
• 401(k) and 401(k) matching
• Flexible Spending Account
• Fringe Points
• Supplemental Insurance