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Executive Assistant - Operations
BrightStar Care of Santa Barbara County
Santa Barbara, QAT
Full Time
Mid
Hybrid
4 weeks ago
Microsoft 365Google WorkspaceCalendar ManagementMeeting CoordinationData EntryProcess Improvement
Free
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About the Role
BrightStar Care of Santa Barbara County is seeking an Executive Assistant to Operations to provide high-level administrative and operational support. The role involves managing calendars, coordinating meetings, preparing reports, tracking tasks, and supporting process improvements.
Key Skills for This Role
Microsoft 365Google WorkspaceCalendar ManagementMeeting CoordinationData EntryProcess Improvement
Responsibilities
- Manage calendars and coordinate meetings, internal check ins, and operational schedules.
- Prepare operational reports and maintain spreadsheets, trackers, and documentation.
- Track tasks, deadlines, and action items across Operations and supporting teams.
- Support leadership with administrative and organizational needs.
- Handle professional internal and external correspondence.
- Ensure timely follow ups on requests, action items, and pending tasks.
- Serve as a point of coordination across departments to maintain alignment.
- Maintain organized digital and physical files with a focus on confidentiality and audit readiness.
- Standardize documentation practices to ensure consistency and accessibility.
- Assist with operational process improvements and workflow optimization.
Requirements
- Strong technical proficiency in Microsoft 365 or Google Workspace (Excel/Sheets, Word/Docs, Outlook/Gmail)
- Highly detail oriented with strong data accuracy and documentation standards
- Experience supporting operations, executives, or cross functional teams
- Demonstrated experience using AI tools (e.g., ChatGPT or similar) for productivity
- Exceptional organizational skills with the ability to manage multiple priorities
- Strong written and verbal communication skills with a professional and friendly tone
- Ability to handle confidential information with discretion
- Reliable hybrid work capability with consistent remote connectivity
Full Job Posting
Role Overview
- The Executive Assistant to Operations provides high level administrative and operational support to ensure the efficiency, organization, and effectiveness of the Operations team.
- This role is critical in maintaining structured processes, clear communication, and accurate documentation, enabling the organization to deliver consistent, high quality care to clients.
- This individual acts as a central coordinator across departments, managing schedules, tracking priorities, and supporting process improvements—while maintaining strict confidentiality and professionalism.
Operational & Administrative Support
- Manage calendars and coordinate meetings, internal check ins, and operational schedules.
- Prepare operational reports and maintain spreadsheets, trackers, and documentation.
- Track tasks, deadlines, and action items across Operations and supporting teams.
- Support leadership with administrative and organizational needs.
Communication & Coordination
- Handle professional internal and external correspondence.
- Ensure timely follow ups on requests, action items, and pending tasks.
- Serve as a point of coordination across departments to maintain alignment.
Documentation & Organization
- Maintain organized digital and physical files with a focus on confidentiality and audit readiness.
- Standardize documentation practices to ensure consistency and accessibility.
- Organize meeting notes, action items, and reporting materials.
Process Improvement Support
- Assist with operational process improvements and workflow optimization.
- Update and maintain SOPs, templates, and checklists.
- Identify opportunities for increased efficiency and improved organization.
Qualifications
- Strong technical proficiency in Microsoft 365 or Google Workspace (Excel/Sheets, Word/Docs, Outlook/Gmail).
- Highly detail oriented with strong data accuracy and documentation standards.
- Experience supporting operations, executives, or cross functional teams.
- Demonstrated experience using AI tools (e.g., ChatGPT or similar) for productivity.
- Exceptional organizational skills with the ability to manage multiple priorities.
- Strong written and verbal communication skills with a professional and friendly tone.
- Ability to handle confidential information with discretion.
- Reliable hybrid work capability with consistent remote connectivity.
Schedule & Work Environment
- Hybrid schedule: 3 days onsite / 2 days remote.
- On site location: Santa Barbara, CA.
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