Executive Operations Project Manager at Caring for Family of Companies – Beaverton, Oregon

Job Summary

The Project Manager, Executive Operations provides operational, project management and administrative support to the executive team and across the organization. This role manages executive initiatives through the Monday.com project management platform, oversees administrative recruiting and coordinates company events, travel and vendor relationships.

The position plays a key role in maintaining organized systems, documentation, and processes, while ensuring accountability for timelines and deliverables across executive projects. This role also supports new branch launches by coordinating research, logistics, and cross-departmental communication.

Key Responsibilities

Executive Operations and Project Management

• Maintain and manage executive project boards in Monday.com, tracking timelines, deliverables and dependencies across multiple initiatives
• Monitor and manage Company deadlines and recurring operational tasks to ensure projects remain on track
• Coordinate information gathering, meeting scheduling, documentation and follow-up to drive project completion and accountability
• Maintain and update Executive Operations standard operating procedures

Executive Support

• Manage executive and company calendars, including scheduling meetings, preparing agendas and supporting materials and keeping the team informed of upcoming engagements
• Conduct research and prepare background information for executive initiatives and decisions

Recruiting, Onboarding and Offboarding

· Manage full-cycle intakes for administrative roles, ensuring hiring processes remain compliant, timely and well documented

• Execute all onboarding and offboarding activities and maintain related project management boards, including travel and housing coordination

Events, Travel and Vendor Coordination

• Plan and coordinate company meetings, trainings, conferences and large-scale events
• Manage travel arrangements for staff attending orientations, retreats, conferences and company summits
• Coordinate catering, invitations, agendas and event logistics

Systems and Information Management

• Maintain the structure, organization and permissions within SharePoint to ensure information is secure and accessible
• Serve as the Monday.com platform super user, managing boards, automations, troubleshooting and internal training
• Serve as super user for the healthcare management platform, including weekly support calls and internal guidance
• Maintain organized documentation, naming conventions and version control for operational materials and resources

Process and Operational Support

• Oversee updates related to operational process changes, ensuring all impacted documentation and systems are updated
• Recommend and develop operational guidebooks and supporting materials as needed
• Research, evaluate, implement and recommend AI tools that may improve efficiency and automation across the organization

New Branch Launch Support

• Complete new business scorecards evaluating regulatory requirements, referral partners, demographics and market considerations
• Oversee planning activities for new branch openings and relocations, including site research and logistical planning
• Coordinate furnishing, décor and operational supply orders within established budgets

Essential Job Functions (Required to perform with or without reasonable accommodation)

• Maintain regular, reliable and predictable attendance.
• Demonstrate strong interpersonal skills and ability to work independently and collaboratively.
• Respond promptly and professionally to operational needs, concerns, disruptions and issues.
• Maintain accurate, timely and compliant records and documents.
• Keen and rigorous attention to detail.
• Exercise sound judgment, problem-solving, and decision-making skills.
• Communicate clearly and professionally in both written and verbal formats.
• Adhere to all company policies, confidentiality requirements, safety standards, and regulatory obligations including HIPAA.
• Work effectively in a fast-paced, dynamic environment while adapting to changing priorities and completing critical tasks with minimal supervision.

Education and Experience

• A minimum of 8 years of executive-level administrative support experience required
• Experience in a growth-stage or fast-paced environment preferred
• Proficiency in Microsoft Office and collaboration tools required
• Strong written and verbal communication skills required
• Demonstrated discretion, professionalism, and sound judgment in handling confidential information required.
• Experience in the in-home care, medical, or similar field highly valued
• Experience in project management systems such as Monday.com highly valued
• Experience in Care Management Platforms such as AxisCare highly valued

Working Conditions

• Ability to remain in a stationary position for extended periods (office environment)
• Ability to operate standard office equipment or tools required for the position
• Ability to move about the work area and between sites as needed
• Ability to travel based on working location to HQ and to branches on a regular basis