Executive Operations Assistant

• Manage and maintain complex calendars for the COO and designated members of the Senior Leadership Team.
• Coordinate internal and external meetings, including scheduling, agenda preparation, logistics, meeting materials, and follow-up activities.
• Proactively identify and resolve scheduling conflicts and competing priorities.
• Manage executive communications including calls, correspondence, emails, and requests for information.
• Prepare executive reports, presentations, meeting materials, and briefing documents.
• Support senior leadership committees, councils, and workgroups through meeting coordination and administrative support.
• Maintain confidential records, correspondence, and organizational documents.
• Track assignments, projects, and leadership action items to ensure timely completion and accountability.
• Support preparation for Board of Trustees, Medical Executive Committee, and senior leadership meetings as assigned.
• Coordinate travel arrangements, conference registrations, and executive itineraries as needed.
• Data and payment entry for subgroup of Leadership, Providers, and Consultants

• Provide administrative and operational support to the Quality Department
• Participates in the analysis of quality data
• Assist in the preparation, maintenance, validation, and distribution of quality, patient safety, regulatory, and performance improvement reports.
• Coordinate scheduling and support activities for quality committees, accreditation meetings, performance improvement teams, and patient safety workgroups.
• Prepare meeting agendas, compile supporting materials, record minutes, and distribute follow-up documentation.
• Assist with tracking quality metrics, action plans, compliance activities, and performance improvement initiatives.
• Support preparation for regulatory surveys, accreditation visits, audits, and compliance reviews.
• Maintain departmental records, dashboards, policies, and committee documentation.

• Provide administrative coordination and support for strategic and operational initiatives sponsored by executive leadership.
• Assist project leaders in maintaining project plans, timelines, milestones, deliverables, and status reports.
• Track project progress and identify outstanding actions requiring follow-up.
• Coordinate project meetings and maintain meeting documentation.
• Help facilitate communication among departments and stakeholders involved in organizational projects.
• Support implementation activities associated with organizational priorities, operational improvements, and strategic initiatives.
• Assist with maintaining organizational project management tools, dashboards, and reporting structures.
• Support change management and process improvement efforts as assigned.

• Collect, compile, organize, and maintain operational and quality-related data from multiple sources.
• Develop and maintain recurring reports, scorecards, dashboards, and executive summaries.
• Monitor reporting timelines and ensure timely completion and distribution of reports.
• Perform data validation and quality checks to support accurate reporting.
• Assist leadership with presentation development and data visualization.
• Support the preparation of performance reports for executive leadership, committees, and governing bodies.
• Identify trends, variances, and opportunities for operational and quality improvement.

• Coordinate executive, operational, and quality-focused meetings and committees.
• Prepare agendas and supporting documentation.
• Accurately record, transcribe, and distribute meeting minutes according to organizational standards.
• Maintain records of committee actions, attendance, and follow-up items.
• Track assignments and commitments resulting from meetings and communicate progress updates to leaders.

• Prepare correspondence, reports, presentations, memos, and other professional documents.
• Conduct research and gather information in support of operational and strategic decision-making.
• Maintain organized electronic and paper filing systems.
• Coordinate special projects and assignments as directed.
• Serve as a professional liaison between executive leadership and internal and external stakeholders.
• Demonstrate exceptional customer service and professionalism in all interactions.

Compliance and Confidentiality

• Maintain strict confidentiality regarding employee, physician, patient, financial, and organizational information.
• Comply with HIPAA, organizational policies, and all applicable state and federal regulations.
• Complete mandatory education requirements and annual health assessments.
• Support organizational compliance, accreditation, regulatory, and risk management initiatives.
• Promote and support organizational change initiatives and continuous improvement efforts.

The position is located indoors under normal working conditions. Should be able to push/pull 20 lb., lift/move 15 lb. from floor to table, be able to perform moderately difficult manual manipulations such as using a key board, writing and filing for extended periods of time, must be able to perform tasks which require hand-eye coordination such as data entry, typing and using photo copiers. Mobility requirements may include the ability to sit at a computer terminal or work station for a prolonged period of time in addition to being able to squat, stand and walk for a reasonable length of time and distance. Sensory requirements include the ability to articulate and comprehend the spoken English language in addition to being able to read the English language.

Ellis Medicine is committed to creating a diverse environment and is proud to be an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, creed, color, religion, sex/gender, age, national origin, disability, genetic information, predisposition or carrier status, military or veteran status, prior arrest, or conviction record, marital or familial status, sexual orientation, transgender status, gender identity, gender expression, reproductive health decisions, or domestic violence victim status.

Range: $25.72-$38.57 /hour Pay is based on experience, skills, and education.

Exempt positions under the Fair Labor Standards Act (FLSA) will be paid within the base salary equivalent of the stated hourly rates.

The pay range may also vary within the stated range based on location.