Executive Assistant – Operations & Multi-State Launch Coordination

We are a growing U.S.-based healthcare organization expanding operations across multiple states. We are looking for a highly organized, proactive, and execution-focused Executive Assistant to support leadership and coordinate the operational details involved in launching and growing new locations.
This is not a traditional administrative assistant position. We are looking for someone who can take ownership of projects, follow up consistently, organize multiple moving pieces, and ensure that deadlines and deliverables do not get missed.

Key Responsibilities

Support executive leadership with day-to-day operational coordination and follow-up.
Coordinate new healthcare practice launches across multiple U.S. states.
Maintain detailed launch trackers, timelines, deadlines, and action-item lists.
Coordinate with internal departments, vendors, landlords, contractors, providers, credentialing teams, and other external partners.
Track medical office leases, location readiness, equipment, supplies, staffing, credentialing, licensing, and operational requirements.
Follow up with tea ---------- mbers to ensure assigned tasks are completed on time.
Schedule meetings and prepare organized agendas, action items, and follow-up summaries.
Maintain executive calendars and coordinate meetings across multiple time zones.
Help organize recruiting and onboarding activities for new locations.
Track outstanding agreements, documents, applications, and approvals. Coordinate communication between clinical, operations, billing, credentialing, HR, and administrative teams.
Identify delays or potential problems early and escalate them to leadership. Keep leadership informed with concise updates on what is completed, outstanding, delayed, and requiring a decision.
Develop and maintain SOPs, checklists, trackers, and operational documentation.
Assist with special projects and other executive-level operational responsibilities as the organization expands.

What We Are Looking For- The ideal candidate is someone who:

Takes ownership of assignments from beginning to completion.
Is comfortable managing many projects simultaneously.
Has excellent written and verbal English communication skills.
Is highly detail-oriented and organized.
Can communicate professionally with executives, physicians, vendors, landlords, and tea ---------- mbers.
Is comfortable following up repeatedly when something is outstanding.
Can identify what needs attention without waiting for step-by-step instructions.
Works well in a fast-moving environment where priorities can change quickly.
Can create structure from incomplete or disorganized information.
Is comfortable working with spreadsheets, trackers, calendars, email , and project-management systems.
Understands confidentiality and professionalism.

Experience in one or more of the following is strongly preferred:

Executive Assistant or Senior Executive Assistant Operations coordination
Project management, Healthcare or medical practice operations
New-location or business launches Multi-location organizations Real estate or lease coordination
Provider credentialing or healthcare administration
Recruiting and onboarding
Vendor management
Healthcare experience is helpful but not required if you have strong operational and project-management skills.
Technology

Candidates should be comfortable learning and working with tools such as:
Microsoft Teams, Microsoft Outlook Excel / Google Sheets Airtable or similar project-management/database systems
SharePoint / cloud-based document management
Calendars and scheduling platforms
AI productivity tools
Work Schedule

This is a remote position supporting a U.S.-based organization.
Candidates must be able to maintain meaningful overlap with U.S. Eastern Time business hours.
Some meetings or follow-up activities may occur during U.S. business hours.
What Success Looks Like

You will be successful in this position if leadership can assign you a project and trust that you will:
Organize it.
Determine what needs to happen.
Identify who is responsible.
Follow up consistently.
Escalate problems early.
Keep the project moving.
Make sure nothing falls through the cracks. We are looking for someone who wants to grow into a significant operational role as the organization continues expanding.
How to Apply

Please submit your resume along with a brief response answering the following:
Describe a project or launch that you personally coordinated from beginning to completion.
How do you keep track of multiple deadlines and follow-ups at the same time?
Give an example of a situation where someone was delaying an important task.
What did you do?
What hours are you available to work in U.S. Eastern Time?
Which project-management or tracking systems have you used?
Please begin your application with the words “Multi-State Operations” so we know you carefully reviewed the position.
Work Location: Remote