Executive Assistant / Operations Coordinator (2650)

At Skin and Aesthetics Center, our Executive Assistant / Operations Coordinator plays a key role in supporting executive leadership and ensuring smooth day-to-day operations across our growing network of dermatology practices in New Jersey, Illinois, Minnesota, and Pennsylvania. As part of a comprehensive healthcare management services organization, this role provides direct support to the Chief Executive Officer and Chief Financial Officer, managing their calendars, correspondence, meeting preparation, and follow-through, and serving as a communication link between leadership and HR, Finance, and Operations on provider recruiting and company initiatives.

Beyond executive support, the role extends into Operations by maintaining project and timeline tracking for the Operations team and Practice Managers, organizing the companys operational reference materials, and keeping key renewal dates visible to the appropriate owners. The Executive Assistant / Operations Coordinator also provides administrative support to practice leadership when additional operational assistance is needed. The ideal candidate is organized, discreet, and comfortable managing many moving parts at once, and is equally confident preparing a board-level agenda or ensuring a vendor renewal is completed on time.

Minimum Qualifications:

Associate degree in Business Administration, Healthcare Administration, or a related field

Minimum of three 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 building and maintaining trackers in Excel

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

Preferred Qualifications:

Bachelors degree in Business Administration, Healthcare Administration, or a related field

Experience supporting a CEO, CFO, or other 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 a plus

Familiarity with EHR and practice management systems; EMA/ModMed experience a plus

Responsibilities:

Manage complex calendars for the CEO and CFO, including scheduling across multiple locations and time zones

Triage incoming requests, correspondence, and inquiries; prioritize, route, and close the loop on behalf of leadership

Prepare agendas, materials, and follow-up notes for leadership meetings, manager calls, and company events

Track executive-level action items and ensure timely follow-through

Coordinate travel, itineraries, expense reports, and logistics for executive site visits and meetings

Serve as a communication link between the CEO/CFO and HR, Finance, Operations, and other departments on company initiatives

Maintain the Operations project tracker, monitoring initiative owners, deadlines, and status updates; follow up with stakeholders and report progress to leadership

Provide administrative and project support to Practice Managers, including scheduling, document preparation, vendor coordination, and follow-through on open items

Support operational readiness for new locations, provider additions, and practice transitions by tracking tasks and cross-department handoffs

Prepare and maintain operational reports, trackers, and presentations for leadership review

Keep shared files, templates, and standard operating procedures organized and current

Coordinate interview scheduling and communication for provider candidates in partnership with Leadership and Talent Acquisition

Support onboarding logistics for new providers and managers by coordinating equipment, system access, and first-day readiness in partnership with HR, IT, and Operations

Maintain organized archives of executive documents, operational templates, SOPs, and practice-level reference material

Track key operational dates (lease renewals, vendor contract dates, licenses) and notify the responsible department ahead of deadlines

Deliver a concierge-level experience to internal and external contacts

Other duties as assigned to support clinical operations and consistent with the responsibilities of the role.

Travel Requirements:

This is a remote position. Occasional travel to practice locations or company meetings may be requested.

Locations Required : Remote

Key Skills:

Executive calendar, inbox, and meeting management

Project and timeline tracking across multiple practices and stakeholders

Anticipates what leadership and the practices need next and gets ahead of it

Records and document management, including renewal and expiration tracking

Strong organization, prioritization, and attention to detail

Clear, professional written and verbal communication

Discretion with confidential business and personnel information

Proficiency in Microsoft Office, particularly Outlook and Excel

Ability to work independently in a remote environment and adapt to shifting priorities