Executive Assistant / Operations Coordinator - USA | Remote

About the Role

Skin and Aesthetics Center is seeking an Executive Assistant / Operations Coordinator to support executive leadership and coordinate day-to-day operations across its growing network of dermatology practices in New Jersey, Illinois, Minnesota, and Pennsylvania. This role provides direct administrative support to the Chief Executive Officer and Chief Financial Officer, including calendar management, correspondence, meeting preparation, and follow-through on key initiatives. The position also serves as a communication link between leadership and the HR, Finance, and Operations teams on provider recruiting and company initiatives.

In addition to executive support, this role is responsible for maintaining project timelines, tracking operational activities, organizing company reference materials, and monitoring important renewal dates. The ideal candidate is highly organized, discreet, and comfortable managing multiple priorities while providing administrative and operational support to practice leadership.

Key Responsibilities

• Manage complex calendars for the CEO and CFO, including scheduling across multiple locations and time zones.
• Review and prioritize incoming requests, correspondence, and inquiries, route them appropriately, and ensure timely follow-through.
• Prepare agendas, meeting materials, and follow-up notes for leadership meetings, manager calls, and company events.
• Track executive-level action items and ensure timely completion.
• Coordinate travel arrangements, 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 regarding company initiatives.
• Maintain the Operations project tracker, monitoring initiative owners, deadlines, and status updates, following up with stakeholders, and reporting progress to leadership.
• Provide administrative and project support to Practice Managers, including scheduling, document preparation, vendor coordination, and follow-through on outstanding items.
• Support operational readiness for new locations, provider additions, and practice transitions by tracking tasks and coordinating cross-department handoffs.
• Prepare and maintain operational reports, trackers, and presentations for leadership review.
• Keep shared files, templates, and standard operating procedures organized and up to date.
• 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 with HR, IT, and Operations.
• Maintain organized archives of executive documents, operational templates, SOPs, and practice-level reference materials.
• Track important operational dates, including lease renewals, vendor contract dates, and licenses, and notify responsible departments ahead of deadlines.
• Provide a concierge-level experience to internal and external contacts.
• Perform other duties as assigned to support clinical operations and responsibilities consistent with the role.

Required Qualifications

• Associate degree in Business Administration, Healthcare Administration, or a related field.
• At least 3 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 the ability to build and maintain Excel trackers.
• 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

• Bachelor's 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 is a plus.
• Familiarity with EHR and practice management systems; EMA/ModMed experience is a plus.

Key Skills

• Executive calendar, inbox, and meeting management.
• Project and timeline tracking across multiple practices and stakeholders.
• Ability to anticipate leadership and practice needs and take proactive action.
• Records and document management, including renewal and expiration tracking.
• Strong organization, prioritization, and attention to detail.
• Clear and professional written and verbal communication.
• Discretion when handling confidential business and personnel information.
• Proficiency in Microsoft Office, particularly Outlook and Excel.
• Ability to work independently in a remote environment and adapt to changing priorities.

Job Details

• Position Type: Full Time.
• Job Location: Work from home – Birmingham, AL 35203.
• Work Arrangement: Remote.
• Salary Range: $60,000–$75,000 per year.
• Travel Percentage: None listed.
• Job Shift: Day.
• Job Category: Admin – Clerical.

Travel Requirements

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

Additional Information

The role supports clinical operations and the consistent functioning of the organization's dermatology practices. Other duties may be assigned in accordance with the responsibilities of the position.