Executive Administrative Assistant

We are seeking a highly organized, proactive, and dependable Executive Administrative Assistant to support the COO of a growing medical infusion center. The business is expanding to a second location, and the ideal candidate will help organize projects, manage follow-ups, coordinate across departments, and ensure important tasks are completed accurately and on time.

This is not a basic data-entry role. We need someone who can take ownership, build efficient systems, and work independently on behalf of the COO.

Key Responsibilities

• Set up, customize, and manage ---------- as the primary project and task management platform.
• Build ---------- boards, dashboards, workflows, templates, reminders, and automations.
• Convert the COO’s email s, messages, notes, and verbal instructions into organized and actionable tasks.
• Track deadlines, pending items, approvals, and follow-ups across multiple departments.
• Coordinate with billing, authorization, accounting, sales, medical, front-desk, inventory, and building teams.
• Follow up with employees, vendors, and department managers on behalf of the COO.
• Prepare medication and supply orders for the COO’s review and final approval.
• Assist with inventory monitoring, purchasing, forms, documentation, and administrative projects.
• Review operational reports and follow up with the appropriate department regarding questions or missing information.
• Maintain accurate records, files, meeting notes, and status trackers.
• Prepare agendas and track action items from weekly department meetings.
• Provide clear daily updates and end-of-day reports.
• Handle sensitive company and patient-related information with professionalism and discretion.

Qualifications

• Proven experience as an Executive Assistant, Administrative Assistant, Operations Assistant, or Project Coordinator.
• Strong proficiency in ---------- is required, including building automations and using the platform for project management.
• Experience creating organized workflows, dashboards, task boards, and follow-up systems.
• Strong Microsoft Office or Microsoft 365 skills.
• Excellent written and verbal English communication.
• Highly organized, detail-oriented, and able to manage multiple priorities.
• Proactive and capable of working with minimal supervision.
• Comfortable coordinating with several departments and following up consistently.
• Strong judgment when handling purchases, reports, deadlines, and confidential information.
• Able to work Monday through Friday during Eastern Time business hours.

Preferred Qualifications

• Experience supporting a COO, executive, or senior manager.
• Background in healthcare, medical administration, or a regulated industry.
• Familiarity with inventory, purchasing, billing, authorization, or operational reporting.
• Experience handling confidential or patient-related information.
• Knowledge of workflow automation and process improvement.

Ideal Candidate
The ideal candidate is resourceful, structured, and highly dependable. You should be able to receive a brief instruction, organize the required steps in ---------- , coordinate with the appropriate people, monitor progress, and provide a clear update without requiring constant supervision.

Please apply through this link: ----------