Executive Operations Assistant in Schenectady, New York at Ellis Medicine

The Executive Operations Coordinator serves as a strategic administrative and operational partner to the Chief Operating Officer (COO) and designated members of the Senior Leadership Team. The position is responsible for coordinating executive operations, managing complex calendars and meeting logistics, supporting organizational projects and strategic initiatives, assisting with quality and performance reporting, and facilitating communication across departments.

The Executive Operations Coordinator functions as a central resource for executive workflow management, project coordination, data reporting, committee administration, and operational follow-through. The incumbent must demonstrate exceptional organizational skills, sound judgment, professionalism, confidentiality, and the ability to manage multiple priorities in a fast-paced healthcare environment. The position plays a key role in supporting organizational effectiveness by helping leaders execute strategic, operational, quality, patient safety, and performance improvement initiatives. This position incorporates responsibilities traditionally associated with executive administration while expanding the role to include operational coordination, analytics support, and project management activities.

EDUCATION AND EXPERIENCE REQUIREMENTS:

• Associate's degree required; Bachelor's degree in Business Administration, Healthcare Administration, Project Management, Public Administration, or a related field preferred.
• Minimum of five (5) years of progressively responsible experience providing executive-level administrative support, preferably within a healthcare environment.
• Experience supporting senior leadership teams and coordinating organizational initiatives.
• Demonstrated experience managing multiple priorities independently in a fast-paced environment.
• Strong project coordination and organizational skills.
• Advanced proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook, Teams, and SharePoint).
• Strong analytical abilities with experience compiling, organizing, and reporting data.
• Excellent written, verbal, and interpersonal communication skills.
• Ability to exercise discretion and maintain strict confidentiality.
• Ability to work effectively with executive leadership, physicians, managers, board members, employees, external agencies, and community stakeholders.
• Strong attention to detail and commitment to accuracy.
• Experience preparing presentations, dashboards, reports, and meeting materials preferred.
• Knowledge of healthcare operations, quality improvement, patient safety, accreditation, and regulatory processes preferred.

PRIMARY RESPONSIBILITIES OF THE POSITION:

Executive Leadership Support

• 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

Quality and Performance Improvement Support

• 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.

Project Management and Operational Support

• 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.

Data Reporting and Analytics Support

• 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.

Meeting and Committee Administration

• 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.

Communication and Administrative Services

• 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.

PHYSICAL REQUIREMENTS:

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.

Salary 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.