Executive Assistant / Operations Coordinator (WFH)
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 coordinates administrative and operational activities across its practices, working with leadership and teams in Human Resources, Finance, and Operations.
About the Role
Skin and Aesthetics Center is seeking an Executive Assistant / Operations Coordinator to provide direct support to the Chief Executive Officer (CEO) and Chief Financial Officer (CFO) while helping coordinate day-to-day operations across its practice network. This role combines executive administrative support, project tracking, document management, and cross-functional coordination. You will manage executive calendars and correspondence, prepare meeting materials, track action items, and help ensure company initiatives move forward on schedule. You will also support Practice Managers, coordinate provider recruiting and onboarding logistics, maintain operational records, and track important renewal dates. The ideal candidate is highly organized, discreet, proactive, and comfortable managing competing priorities in a remote work environment.
Key Responsibilities
Manage complex calendars for the CEO and CFO, including scheduling across multiple locations and time zones. Review incoming requests, correspondence, and inquiries, prioritizing and routing them appropriately and ensuring timely follow-through. Prepare agendas, meeting materials, and follow-up notes for leadership meetings, manager calls, and company events. Track executive-level action items and follow up to ensure deadlines are met. Coordinate executive travel, itineraries, expense reports, and logistics for site visits and meetings. Serve as a communication link between the CEO, CFO, Human Resources, Finance, Operations, and other departments on company initiatives. Maintain the Operations project tracker, monitoring initiative owners, deadlines, and status updates, and report progress to leadership. Provide administrative and project support to Practice Managers, including scheduling, document preparation, vendor coordination, and follow-up on outstanding tasks. Track operational readiness activities for new locations, provider additions, and practice transitions, coordinating tasks and handoffs across departments. Prepare and maintain operational reports, trackers, and presentations for leadership review. Organize and update shared files, templates, and standard operating procedures (SOPs). Coordinate interview scheduling and candidate communications for provider recruitment in partnership with leadership and Talent Acquisition. Support onboarding logistics for new providers and managers, coordinating equipment, system access, and first-day readiness with HR, IT, and Operations. Maintain organized archives of executive documents, operational templates, SOPs, and practice-level reference materials. Track key operational dates, including lease renewals, vendor contract dates, and licenses, and notify the responsible departments ahead of deadlines. Provide professional, responsive support to internal and external contacts. Perform other duties as assigned to support clinical operations and responsibilities associated with the position.
Required Qualifications
Associate degree in Business Administration, Healthcare Administration, or a related field. At least 3 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 the ability to build and maintain 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. Strong organizational, prioritization, and time-management skills. Ability to work independently, anticipate upcoming needs, and adapt to changing priorities.
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 recruiting, 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. Salary & Benefits The annual salary range for this position is $60,000–$75,000. The listing identifies a benefits package, but individual benefit details are not specified. Location and Work Arrangement This is a full-time, remote position associated with Birmingham, Alabama. Occasional travel to practice locations or company meetings may be requested. No regular travel percentage is specified. Employment Type and Schedule Full-time, day shift. Job category: Administrative and Clerical.