Executive Assistant / Operations Coordinator
About the Company
Skin and Aesthetics Center is part of a healthcare management services organization supporting a growing network of dermatology practices across New Jersey, Illinois, Minnesota, and Pennsylvania. The organization provides operational and administrative support to help its practices run smoothly and maintain consistent clinical operations.
About the Role
Skin and Aesthetics Center is seeking an organized and proactive Executive Assistant / Operations Coordinator to support the Chief Executive Officer (CEO), Chief Financial Officer (CFO), and Operations team. This role combines executive-level administrative support with project coordination, operational tracking, and assistance for practice leadership across multiple locations. You will manage executive calendars and correspondence, prepare meeting materials, coordinate cross-department communication, and track operational initiatives, deadlines, and renewals. The ideal candidate is detail-oriented, discreet, and capable of managing competing priorities while anticipating the needs of leadership and practice teams.
Key Responsibilities
Manage complex calendars for the CEO and CFO, coordinating schedules across multiple locations and time zones. Review incoming requests, correspondence, and inquiries, prioritizing, routing, and following up on behalf of leadership. Prepare agendas, meeting materials, and follow-up notes for leadership meetings, manager calls, and company events. Track executive-level action items and ensure timely completion of assigned follow-ups. Coordinate executive travel, itineraries, expense reports, and logistics for site visits and meetings. Serve as a communication link between executive leadership and HR, Finance, Operations, and other departments on company initiatives. Maintain the Operations project tracker, monitoring initiative owners, deadlines, and status updates while following up with stakeholders and reporting progress to leadership. Provide administrative and project support to Practice Managers, including scheduling, document preparation, vendor coordination, and follow-up on outstanding items. Support operational readiness for new locations, provider additions, and practice transitions by tracking tasks and coordinating cross-department handoffs. Prepare and maintain operational reports, trackers, and presentations for leadership review. Organize and update shared files, templates, and standard operating procedures. Coordinate interview scheduling and candidate communications for provider recruitment in partnership with leadership and Talent Acquisition. Support onboarding for new providers and managers by coordinating equipment, system access, and first-day readiness with HR, IT, and Operations. Maintain organized archives of executive documents, operational templates, standard operating procedures, and practice-level reference materials. Track key operational dates, including lease renewals, vendor contract dates, and licenses, and notify responsible departments before deadlines. Provide a concierge-level experience to internal and external contacts. Perform other duties that support clinical operations and align with the responsibilities of the role.
Required Qualifications
Associate degree in Business Administration, Healthcare Administration, or a related field. At least 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 Excel trackers. 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 another C-level executive. Experience in a multi-site medical practice, healthcare management organization, or dermatology setting. Experience coordinating provider recruitment, credentialing, or onboarding. Experience with HRIS or payroll platforms; Paycom experience is a plus. Familiarity with electronic health records (EHR) and practice management systems; EMA/ModMed experience is a plus. Key Skills Executive calendar, inbox, and meeting management. Project and timeline tracking across multiple practices and stakeholders. Ability to anticipate leadership and practice needs and take proactive action. Records and document management, including renewal and expiration tracking. Strong organization, prioritization, and attention to detail. Clear, professional written and verbal communication. Discretion in handling confidential business and personnel information. Proficiency in Microsoft Office, particularly Outlook and Excel. Ability to work independently in a remote environment and adapt to changing priorities. Salary and Benefits Annual salary range of $60,000–$75,000. Full-time employment. Day shift. The job description does not specify additional benefits. Location and Work Arrangement This is a remote, full-time position with a listed job location of Birmingham, Alabama 35203. Travel percentage is listed as none; however, occasional travel to practice locations or company meetings may be requested.